What are the responsibilities and job description for the Legal Assistant - Child Support position at Chippewa County, WI?
Purpose of Position
JOB SUMMARY
The job duties of the Legal Assistant include but are not limited to providing legal, technical and clerical support for the Child support agency staff and Attorney; and to provide responsive, courteous and efficient service to County residents and the general public.
Application Deadline: Sunday, February 23rd 2025 at 4:30 PM.
Interviews will be conducted on Monday, March 10th and Tuesday, March 11th 2025.
Essential Duties and Responsibilities
DUTIES AND RESPONSIBILITIES
The duties described below are indicative of what the Legal Assistant might be asked to perform. This job description is to incorporate any county ordinances created for the position of Legal Assistant. This is not an exhaustive list of job responsibilities and therefore other duties may be assigned:
Administrative Functions:
- Prepares from written dictation or verbal instruction, various legal documents for both Circuit and Family Court actions regarding paternity, support, revisions, or the enforcement of existing orders. Creates or modifies legal wording content in documents. Obtain signatures for documents as required.
- Coordinates entry of court documents through e-Court system for Corporation Counsel for filing with the Clerk of Courts.
- Review documents returned through e-Court system and manages updates to electronic and paper case files, including those with restrictive access.
- Coordinate and schedule appointments, pre-hearing conferences, and court hearings with caseworkers, attorneys, and judges.
- Arrange video hearings for incarcerated participants when appropriate.
- Determine process service requirements based on type of legal action, timeframe for court actions, and location of participant(s) requiring service. Contact process service vendor to confirm fees and coordinate pre-payment if applicable. Generate process service legal documents.
- Prepares weekly court calendar, sending notice to Corporation counsel, child support, Clerk of Courts, Family Court commissioner and Circuit Court Judges regarding scheduled hearings.
- Research incoming case referrals received through system interface with Department of Human Services to determine accuracy and initiate appropriate action. Set up new cases and file folders as required.
- Process applications for Child Support services. Process public assistance and substitute care cases referred from the Department of Human Services. Set up case in KIDS system, create physical file folder and transfer to assigned caseworker.
- Process in-coming agency mail and fax documents. Date stamp, document in KIDS system, scan to electronic files. and route documents to appropriate staff. Prepare and process out-going mail.
- Answer telephone calls, determine case number and/or service need, and transfer to appropriate agency staff.
- Greets customers at agency reception window, provides walk-in evaluation form, determines service needs, and notifies appropriate agency staff to assist as needed.
- Collect child support and cost payments through agency receipting process. Generate payment coupons and coordinate mailing to Central Disbursement/Wisconsin Support Collections Trust Fund.
- Enter court orders and other legal documents in the Child Support KIDS system. Determines appropriate codes, categories, and sub-accounts to enter in system. Calculates any past due amounts and pro-rates current monthly amount due based on effective or ending dates in court orders. Enters adjustments to sub-accounts as required. Creates system notes detailing calculations used to determine pro-rated obligations and sub-account adjustments.
- Responsible for working various system error reports related to financial and intake functions.
- Maintains knowledge of and proficiency in multiple data systems, policies, and procedures. Maintains references manuals, bulletins, policies, and procedures as needed to keep current with various legal document wording and program changes. Participates in staff meetings and attends training sessions as scheduled.
- Perform general clerical duties including, but not limited to typing, data entry, copying, filing, scanning, and faxing documents.
- Crosstrain and regularly rotate financial functions to maintain skills and perform back up functions in the absence of Account Specialist.
Community Relations Functions:
- Greet and direct clientele at reception window, collect information, determine service need, and direct them to the appropriate agency staff
- Assist clientele at reception window with processing support, purge, bond, or fee payments.
- Provides general Child Support program information, explains court actions, penalties, costs, and provides resources for legal counsel, and assistance programs.
Customers:
- Clients
- Public
- Employers
- Process service vendors
- Clerk of Courts / Courts
- Corporation Counsel
Team Members:
- Any professional or paraprofessional employee with whom we work to assist the agency in providing services to the consumer.
Minimum Qualifications
QUALIFICATION REQUIREMENTS
To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required at the time of hire or for the continuation of employment.
EDUCATION AND/OR EXPERIENCE:
- Associate degree in clerical science/Administrative Assistant field of study with two (2) years' experience, of which, at least one (1) year of legal/office experience that includes having worked directly with the general public required.
- Knowledge of Kids Information Data System (KIDS) is preferred.
- Must have knowledge and experience with computers and strong interpersonal skills.
- Must be bondable.
- A valid driver’s license required.
- Notary or ability to obtain Notary required.
PRE-EMPLOYMENT TESTING
- Successfully pass a FBI fingerprinting and criminal history background screen
