Legal Support Specialist II
Public Defender | Caldwell, ID | Full Time
Compensation: DOE and in accordance with Canyon County Salary Compensation Plan
Application Period Ends: 10/1/2021 3:30 p.m. MST
General Statement of Duties
Performs legal secretarial and office duties to support the functions of the Public Defender’s Department; assist the Chief Public Defender in performing all of the statutory and constitutional functions of the office; performs related work as required.
This is a multi-level legal support position requiring specific knowledge of court systems, proceedings, and legal documentation and terminology. Duties vary with job assignment and may include scheduling, calendaring, preparing letters and legal documents using various software applications in a paperless environment; entering data into County, Department, and court systems and applications; keeping case records, logs, ledgers, dockets, and schedules; and working closely with assigned attorneys. This position requires a high level of initiative and the ability to complete required tasks with minimal direct supervision. Employees are assigned specific ongoing work assignments and may be assigned to one or more attorneys. The work is performed under general supervision of the Chief Public Defender. The principal duties of this class are performed in a general office environment and include courtroom exhibit work.
Positions within the Class
Legal Support Specialist I is the first level in the (LSS) series. Under general supervision, employees at this level perform work of average difficulty in all phases. Experience answering phones in an office setting is preferred. Assignments become relatively complex as aptitude and versatility develop.
Legal Support Specialist II is the full journey level position requiring three or more years’ experience. The LSS II independently perform a wide variety of general as well as technical legal assistant work for the Public Defender’s Department.
Legal Support Specialist III is the advanced journey level position requiring five or more years’ experience. The LSS III are required to have advanced knowledge of all procedures and systems related to several areas of responsibility. This role also provides administrative support over assigned staff.
Examples of Work (Illustrative Only; Not Division Specific)
Essential Duties and Responsibilities (depending on position assignment):
- Works closely with attorneys to ensure their case needs are met correctly, accurately and on schedule;
- Manages assigned cases from intake through disposition, including discovery requests and responses, pleadings, data entry, etc.;
- Monitors and completes daily tasks and assignments from attorneys or Intake;
- Monitors dockets to ensure documents are ready for attorneys and data entry is complete and accurate; ensures that documents are filed into appropriate folders; updates and organizes file folders as needed and purges outdated files as directed and according to Department policies and procedures;
- Operates standard office equipment, a personal computer, and operates and maintains specialized office and case data entry and tracking systems, and related equipment;
- Operates case management system including electronic and paper files, reviews and verifies file notes for accuracy and inputs into case management system;
- Answers inquiries and provides information from case files to clients, conflict counsel, or other defense attorneys and appropriate parties according to Department policies and procedures;
- Provides client contact;
- Provides legal secretarial support to attorneys and co-workers as needed and/or requested;
- Performs all work duties and activities in accordance with County and Department policies, procedures, and safety practices.
Examples of Criminal Division Duties:
- Prepares pleadings and marks them for service or distribution; ensures all agencies are provided with copies;
- Reviews, organizes and numbers discovery documents; transmits to defense attorneys;
- Organizes files, ensuring accurate data entry, calendared hearings, properly filed pleadings, current notes, and scanned documents are in respective case files;
- Informs witnesses and clients involved of case settlement or rescheduling;
- Copies media and supplement for client, conflict counsel or other defense counsel;
- Numbers discovery (for paperless files) and provides to defense counsel;
- Prioritizes mail and pulls file or routes mail to attorney; scans mail for paperless files;
- Ensures medical records are ordered from various hospitals;
- Runs monthly reports for all jury trials;
- Prepares jury instructions, electronic and paper subpoenas, request for discovery, affidavits, petitions, orders, motions and notices;
- Performs computerized case management system research, development, and implementation duties;
- Prepares courtroom exhibits;
- Monitors calendar/schedule for required court appearances by staff and notifies/assists staff in meeting scheduled hearing, court date, filing deadline, and other deadline dates;
Other Duties and Responsibilities
- Performs other related duties as required.
Knowledge, Skills and Abilities
- Legal office practices and procedures;
- Court and related judicial system operations, processes, procedures, methods, terminology and policies;
- Operation of case management system and related computer systems;
- Operation of standard office equipment, including a personal computer and job-related software;
- Court system, legal proceedings, legal terminology, and preparation of legal documents;
- Paperless office processes;
- Customer service procedures, techniques and objectives;
- English grammar, spelling, punctuation and composition;
- Current office practices and procedures;
- Preparation and maintenance of records, files, reports, court calendars and schedules;
- Department and County policies and procedures
- Work cooperatively and constructively with management, co-workers and members of the public to provide public service of the highest quality and quantity;
- Perform legal secretarial and administrative support duties involving legal terminology and format;
- Operate standard office equipment, a personal computer using program applications appropriate to assigned duties;
- Operate specialized case management and tracking system and general computer systems;
- Transcribe, prepare, and proofread legal documents and exhibits;
- Address and resolve difficult and challenging situations, both in person and over the telephone;
- Maintain confidentiality of information and records prepared and processed;
- Respond appropriately to public inquiries and provide good customer service;
- Maintain records efficiently and accurately and to research and prepare clear and concise reports;
- Establish and maintain effective working relationships with other County employees, supervisory personnel, subordinates, local elected officials, and the public, under sometimes stressful conditions;
- Communicate effectively both orally and in writing;
- Perform basic mathematical and arithmetic functions;
- Work independently, with infrequent and unstructured supervision;
- Perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks in a timely manner;
- Perform time management and scheduling functions, meet deadlines, and set project priorities;
- Use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions.
Acceptable Experience and Training
- High school diploma or GED equivalency required and advanced office, business, or secretarial training preferred; and
- One (1) years’ experience in a legal service or court environment is required, with an emphasis on customer service; and
- Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.
- Must successfully complete a background investigation.
Essential Physical Abilities
- Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to discern verbal instructions and communicate effectively on the telephone and in person;
- Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and review and prepare a variety of written and text materials, file them in a prescribed order, and organize documents and materials;
- Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer and other office equipment and file documents;
- Sufficient personal mobility, agility, strength, and physical reflexes, with or without reasonable accommodation, which permits the employee to work at a keyboard for an extended period of time, to reach, stoop, bend and stretch in filing materials, lift up to 25 pounds, and work in an office environment.
Canyon County is an Equal Opportunity Employer. Employment decisions related to recruitment and selection are made without regard to race, color, religion, sex, national origin, age, disability or genetics.