Administrative Assistant

Job Summary: The Legal Assistant provides critical clerical support to attorneys and staff in the Office of the Lorain County, Ohio Prosecutor in the Civil, Criminal or Juvenile/Domestic Relations Divisions.

The employee must be able to perform all essential functions of the position; reasonable accommodations will be made in accordance with the Americans with Disabilities Act of 1990, as amended.

Supervisory Responsibilities:

• None

General Essential Duties and Responsibilities:

• Prepare documents and materials as requested by attorneys and staff in the Office of the Lorain County Prosecutor

• Reviews and edits legal documents to ensure quality and accuracy

• Proficiency with verbal and written communication

• Regularly updates case management databases as instructed by the Prosecutor

• Contact individuals and entities to obtain or disseminate information related to cases or client matters

• Gathers information to assist in prosecution of cases and/or client representation in administrative hearings and other client matters

• Process incoming and outgoing mail

• Provide relief/backup for receptionist when needed

• Fill in for other secretaries in the event of absences, inside and outside of division

• Close and purge files as needed

• Perform other general clerical duties as requested, which may include such duties as scanning, recordkeeping, maintaining office supplies and coordinating equipment maintenance, and handling packages and correspondence

• Calendar events, meetings and court proceedings and dockets deadlines for the Assistant Prosecuting Attorney and/or paralegal

• Perform all other duties as assigned

Required Skills, Knowledge, and Abilities:

• Possess knowledge of department goals and objectives; office practices and procedures; department policies and procedures; legal terminology; English grammar and spelling; and records management

• Possess the ability to carry out instructions in written, oral, or picture form; prepare accurate documentation; communicate effectively; maintain records according to established procedures; develop and maintain effective working relationships; deal with problems involving several variables within familiar context; gather, collate, and classify information

• Detail-oriented and professional; exceptional communication skills and ability to function in a fast-paced environment

• Extremely proficient with Microsoft Office Suite, Matrix and/or related software is a plus

• Understanding of clerical procedures and systems such as recordkeeping, filing, typing

• Ability to work independently and reliably; flexible and adaptable in various situations with reliable attendance

• Ability to prioritize and delegate tasks

• Ability to cross-train and perform duties across multiple divisions

Education and Experience:

• Associate’s degree is a plus

• Prior legal assistant or clerical experience strongly preferred

• Ohio Notary preferred

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer

• Ability to lift 15 pounds

Division-Specific Essential Duties and Responsibilities:

• In addition to and/or in lieu of the general essential duties and responsibilities contained above, the Legal Secretary may be assigned to other such duties as required by the applicable division, as summarized below.

Civil Division Essential Duties and Responsibilities:

• Perform clerical tasks (e.g., sets up and maintains files; operates computers to enter and retrieve data and to research the status of cases; mails documents; closes and purges files; prepares reports; prepares answers, cross-claims, tax and foreclosure complaints; schedules appointments or hearings; receives and responds to telephone calls and sets up conference calls; copies and faxes documents; etc.)

• Maintain and organize client, legal and confidential files and records, prepare internal administrative forms, including payroll, leave, purchase and expense forms as directed

• Prepare and send correspondence; prepares documents such as court pleadings and entries, resolutions, subpoenas, leases, contracts, opinions, memorandum, interrogatories, briefs, and correspondence

• Liaison with attorneys, other county agencies, title companies, financial institutions, other governmental agencies, etc., to obtain or disseminate information related to cases, client matters or issues

• Notary services

• Record redaction and retention in accordance with policy

• Prepare deeds, leases, mortgages, or contracts, type and format legal decisions, and handle sensitive inquiries from and contacts with public officials and members of the general public

Criminal Division Essential Duties and Responsibilities:

• Perform clerical tasks (e.g., sets up and maintains files; operates computers to enter and retrieve data and to research the status of cases; mails correspondence; scans; provides files to other divisions of the office; closes or purges files; etc.)

• Prepare documents such as briefs, letters to witnesses/victims, correspondence, journal entries, subpoenas for trials, sentencing/judgment dispositions, schedules, etc.

• Liaison with victims, witnesses, attorney general’s office, advocates, other county agencies, etc., to obtain or disseminate information related to cases

• Transcribe documents such as bill of particulars and discovery; ensures that evidence is received or requested; conducts various research from police reports, CCH, internet sites, judicial courts, and Matrix, etc., for case file preparation

• Possess familiarity with courtroom procedures, criminal procedure, and court filing procedures is a plus

• Perform Intake Duties, including managing and recording receipt of electronic and paper files from law enforcement agencies; reviewing file documents; perform necessary redactions; update docket and case information as necessary; enter and/or download all associated evidence and exhibits; make case assignments

• Perform Grand Jury and Arraignment Duties, including assisting with case management processes; uploading records; updating case information; assigning appropriate personnel; entering bond and attorney information; reviewing and updating incarceration records; updating stats of grand jury review; manage and update docket; schedule court events; run reports

• Perform Courtroom Support Duties, including obtaining reports and other records as requested by the Assistant Prosecuting Attorney; uploading records; updating case information; assign appropriate personnel; review and update incarceration records; update case information and contact information; identify necessary redactions for review; schedule hearing dates; issue subpoenas; set or lift capias as appropriate; perform case closing, sealing or expungement processes as applicable

Juvenile/Domestic Relations Division Essential Duties and Responsibilities:

• Perform clerical tasks for the legal team supporting Lorain County Children Services and Lorain County Child Support Enforcement Agency (e.g., sets up and maintains files; operates computers to enter and retrieve data and to research the status of cases; mails briefs and discovery; stops subpoenas; maintains investigation and referral reports for hearings; provides files to other divisions of the office; obtains files from Grand Jury; closes and purges files; prepares reports on open and closed cases; etc.)

• Prepare case files for Juvenile or Domestic Relations Court, as applicable; manages file documents; perform necessary redactions; update docket and case information as necessary; upload records; enter party information; and/or calendar court events; prepare for hearing or trial; prepare exhibits and demonstrative evidence

• Liaison with judicial officials to secure necessary signatures as well as probation officers, guardian ad litems, detention homes, parents, attorneys, doctors’ offices, other county agencies, etc., in order to obtain or disseminate information related to cases

• Prepare documents such as journal entries, petitions, plea sheets, subpoenas, discovery, bill of particulars, briefs, motions, police reports, correspondence, schedules, etc.

Classification Non-exempt, classified

If you are motivated by helping others and thrive in a dynamic work environment, we encourage you to apply for this exciting opportunity as an Administrative Assistant.

Job Type: Full-time

Pay: From $42,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Ability to Commute:

• Elyria, Ohio 44035 (Required)

Ability to Relocate:

• Elyria, Ohio 44035: Relocate before starting work (Required)

Work Location: In person

Salary : $42,000