What are the responsibilities and job description for the Legal Administrative Assistant position at Douglas County, MN?
Job Description
JOB TITLE: Legal Administrative Assistant
DEPARTMENT: County Attorney’s Department
STATUS: Full Time; 37.5 hours per week.Generally, Monday through Friday 8:00 am - 4:30 pm.
STARTING SALARY: The starting salary for this position is $48,555 annually. ($24.90/hr), Receive anniversary step increases for earning potential of $62,088 annually. ($31.84/hr). In addition, receive annual cost-of-living adjustments (COLA) per the current Collective Bargaining Agreement.
Benefits- We also offer no-cost/low-cost health insurance plan options. Douglas County contributes to a Health Savings Account and a (PERA) pension plan. Become vested in as little as 3 years of employment for lifetime benefits upon retirement! Douglas County is also a qualified Employer for the Public Sector Loan Forgiveness Program.
Life Insurance– as a County employee you will be covered by $40,000 of life insurance at no expense. Supplemental coverage is available for you, your spouse, and your dependents.
*New Year’s Day *Martin Luther King Jr Day *Presidents’ Day *Memorial Day *Fourth of July *Veterans’ Day *Thanksgiving Day *Day after Thanksgiving (in place of Columbus Day) *Christmas Day *Juneteenth *Labor Day *Personal Holiday *When Christmas Eve falls on a work day, the County offices will close at noon. When a holiday falls on a Saturday the preceding Friday shall be declared a holiday. If it falls on a Sunday it will be given on Monday.
Vacations:
Employees will accrue vacation according to the following schedule:
0 - 5 years - 10 working days.
6 -10 years - 15 working days.
11 - 15 years - 20 working days.
16 - 20 years - 25 working days.
Over 20 years - 30 working days.
JOB OBJECTIVES:
A Legal Administrative Assistant assists the County Attorney, Assistant County Attorneys, and other office staff in performing and completing of mandated duties. The majority of duties require independent judgment in setting priorities, work sequences, and choice of procedures to follow. Prepare legal documents in criminal and civil actions including felony, gross misdemeanor, misdemeanor, juvenile, probate, family, welfare, child support, and welfare fraud documents. Master scheduling of actions; time-line deadlines; notify witnesses; notify victims; work with other agencies and employees in obtaining information; advising and assisting other departments, employees, and the general public regarding procedures in the above areas of law; act as receptionist, assist public; perform tasks with and without supervision under time-line deadlines; coordinate information and documentation; assure accuracy of documentation; and assisting in maintaining financial records. Support victims in an advocate role, i.e. emotional support, procedural explanation, and case status updates.
ESSENTIAL DUTIES AND RESPONSIBILITIES: The duties listed are intended only as illustrations of the various types of work that may be performed. The omission of those specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
- Drafts, revises, and files letters, legal documents, reports, complaints, warrants, orders, victim letters, petitions, and various civil documents for attorney approval as needed.
- Analyzes legal research and prepares files for trial including notifying witnesses, drafting subpoenas, and ordering information from other agencies as needed, i.e. criminal histories, certificates of conviction, and driving records. Code criminal and juvenile matters for entering into the State computer system and assisting other agencies in coding, ensure timelines are met, i.e. complaints are filed timely, disclosures documents are served on defense or defendants.
- Acts as liaison and coordinator between victims and witnesses and the assigned prosecutor by facilitating, advocating, and supporting crime victims’ understanding and acceptance of the criminal and juvenile justice process and providing legal information, and emotional and financial support services to crime victims. Working with victims of crimes requires an experienced and highly resourceful administrative professional with strong interpersonal/communication skills, discernment and sensitivity, and a strong working knowledge of the specialized procedures, statutes, regulations, and records relating to the Office of the County Attorney.
- Assists the public by receiving and routing phone calls and visitors, screening calls, and providing general information and direction. Assists victims in completing forms, schedules and coordinates meetings, and processes U.S. Mail and interoffice mail.
- Complies with all rules and policies to maintain a safe work environment.
- Reliable, predictable attendance and punctuality.
- Other duties, as assigned and apparent.
The incumbent may encounter not public data in the course of these duties. Any access to not public data should be strictly limited to accessing the data that are necessary to fulfill the employment responsibility. While data are being accessed, incumbent should take reasonable measures to ensure the not public data are not accessed by individuals without a work reason. Once the work reason to access the data is reasonably finished, incumbent must properly store the not public data according to the provisions Ch. 13.
If a new work assignment requires access to not public data, the incumbent is permitted to access for the work assignment purposes only. Any access to not public data must be strictly limited to the data necessary to complete the work assignment and after the assignment is complete, the employee’s work assignment no longer requires access.
REQUIRED MINIMUM QUALIFICATIONS AT HIRE:
Education
High school diploma or G.E.D.
and
Legal Secretary Diploma, OR Legal Administrative Assistant AAS Degree.
Or
Two years of paid full-time work experience in the legal field as a legal secretary or legal administrative assistant including typing skills; computer skills; machine transcription skills; bookkeeping skills; ability to deal with crises calmly; receptionist and people skills; and ability to use common sense.
Licenses and Other Requirements:
None.
REQUIRED MINIMUM KNOWLEDGE, SKILLS, ABILITIES, & QUALITIES AT HIRE:
- Knowledge of Minnesota Statutes, criminal and civil procedure, and Minnesota offense coding.
- Reception skills.
- Obtain essential information by personal interview, telephone, and correspondence.
- Treat legal or non-public matters confidentially.
- Task management and organizational skills, including independent judgment in setting priorities and work sequences.
- Fast and accurate typing skills.
- Knowledge of business arithmetic, spelling, business English, and legal terminology.
- Advanced computer skills.
- Machine transcription skills.
- Ability to express ideas, compose information, clearly and concisely in written and verbal communication.
- Knowledge of relevant laws, rules, and regulations and ability to stay current on the laws of the State of MN and county policy and procedure.
- Make decisions in accordance with laws, regulations, policies, and procedures.
- Work effectively with a wide variety of people (victims, defendants, defense attorneys, county staff, County Board of Commissioners, and general public) on the phone and face to face.
- Establish and maintain professional and effective working relationships with co-workers, other county staff members, attorneys, and the general public.
- Deal with crises calmly.
- Working knowledge of court procedures and practices.
- Knowledge of legal terminology and forms used in legal discourse, procedures, and documentation.
- Read and understand legislation and court decisions.
- Ability to work under time constraints.
Experience
- Three to five years of previous related work experience in the legal field.
- Previous work experience as a Legal Assistant in a County Attorney’s office.
- Previous work experience as a Legal Assistant in a legal office.
- Previous work experience using and entering data into MCAPS (Minnesota County Attorney Practice System).
- Knowledge of County Attorney departmental operations, procedures, and equipment.
- Excellent customer service skills in person or on the phone.
Public Building. Office Setting. Exposure to basic office equipment. Works with and around others constantly. Works with the public. May include rare extended days or weekends on an emergency basis.
HOURS
Generally, Monday-Friday, 8-4:30.
Physical Demands can involve, but are not limited to:
Lift and carry 1-10 lbs. frequently. Push and/or pull 1-10 lbs. rarely. Near and far vision, talking, reading, and hearing constantly. Sitting frequently. Standing, walking, and reaching occasionally. Handling, grasping, and using fingers constantly. Low risk of injury.
Amount Lifted:
Amount Lifted Up to 10 lbs.: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days; Amount Lifted 11 to 20 lbs.: Not Present; Amount Lifted 21 to 30 lbs.: Not Present; Amount Lifted 31 lbs. to 40 lbs.: Not Present; Amount Lifted 41 to 50 lbs.: Not Present; Amount Lifted 51 to 60 lbs.: Not Present; Amount Lifted 61 to 70 lbs.: Not Present; Amount Lifted 71 to 80 lbs: Not Present; Amount Lifted 81 to 90 lbs.: Not Present; Amount Lifted 91 to 100 lbs.: Not Present; Amount Lifted 101 lbs.: Not Present
Amount Pushed or Pulled:
Amount Pushed or Pulled Up to 10 lbs.: Rare: = Range: 5 min to 48 min or 2.6 to 26 days; Amount Pushed or Pulled 11 to 20 lbs.: Not Present; Amount Pushed or Pulled 21 to 30 lbs.: Not Present; Amount Pushed or Pulled 31 to 40 lbs.: Not Present; Amount Pushed or Pulled 41 to 50 lbs.: Not Present; Amount Pushed or Pulled 51 to 60 lbs.: Not Present; Amount Pushed or Pulled 61 to 70 lbs.: Not Present; Amount Pushed or Pulled 71 to 80 lbs.: Not Present; Amount Pushed or Pulled 81 to 90 lbs.: Not Present; Amount Pushed or Pulled 91 to 100 lbs.: Not Present; Amount Pushed or Pulled 101 lbs.: Not Present
Vision:
Near Vision: Constant: = Range: 5 hrs., 18 min to 8 hours or 174 days; Far Vision: Constant: = Range: 5 hrs., 18 min to 8 hours or 174 days; Depth: Not Present; Field of Vision: Not Present; Color: Not Present
Contact With Others:
Works Alone: Not Present; Works with Others: Constant: = Range: 5 hrs., 18 min to 8 hours or 174 days; Works around Others: Constant: = Range: 5 hrs., 18 min to 8 hours or 174 days; Customer/Public Contact : Occasional: = Range: 49 min to 2 hrs., 39 min or 29 to 86 days; Clients with Behavior Challenges : Rare: = Range: 5 min to 48 min or 2.6 to 26 days;
Communications:
Talking: Constant: = Range: 5 hrs., 18 min to 8 hours or 174 days; Hearing: Constant: = Range: 5 hrs., 18 min to 8 hours or 174 days; Reading: Constant: = Range: 5 hrs., 18 min to 8 hours or 174 days
Basic Body Positions:
Sitting: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days; Standing: Occasional: = Range: 49 min to 2 hrs., 39 min or 29 to 86 days; Walking/Moving About: Occasional: = Range: 49 min to 2 hrs., 39 min or 29 to 86 days; Climbing: Not Present; Balancing: Not Present; Crouching: Not Present; Kneeling: Not Present; Crawling: Not Present
Motor Skills:
Handling: Constant: = Range: 5 hrs., 18 min to 8 hours or 174 days; Grasping: Constant: = Range: 5 hrs., 18 min to 8 hours or 174 days; Using Fingers: Constant: = Range: 5 hrs., 18 min to 8 hours or 174 days; Reaching: Frequent: = Range: 2 hrs., 40 min to 5 hrs., 17 min or 88 to 172 days; Feeling: Not Present; Driving: Not Present
Exposures To:
Mechanical Equipment: Not Present; Electrical Equipment: Not Present; Pressurized Equipment: Not Present; Burning Material/Equip: Not Present; Explosive: Not Present; Radiant Energy: Not Present; Moving Equipment: Not Present; Heights: Not Present; Fumes/Odors: Not Present; Dirt/Dust: Not Present; Gases: Not Present
Work Environment:
Inside: Constant: = Range: 5 hrs., 18 min to 8 hours or 174 days; Outside: Not Present; Confined: Not Present; Extreme Hot: Not Present; Extreme Cold: Not Present; Wet: Not Present; Noise: Not Present; Vibration: Not Present; Infectious Diseases and/or Body Fluids: Not Present; Shift: Not Present; Extended Day: Not Present
See also the Physical and Environmental Factors Form.
EXAMPLES OF EQUIPMENT USED
General Office Equipment. Computer & Software (Microsoft Word, Excel, Outlook, OneDrive, Google Docs), Internet software, printer, copier/scanner, fax machine, transcriber, telephone, and typewriter.
OTHER
All of the above are essential functions of the job.
Supervision Received: Works under the general supervision of the County Attorney and Assistant County Attorneys.
Supervision Exercised: None
Labor Group: Non-Union
FLSA Status: non exempt
Grade: 6
EEO Job Category: Administrative Support
Work Comp Code: 8810
This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and the requirements of the job change.
Revised: Updated 1/2025.
Salary : $48,555 - $62,088
