Sr Legal Assistant

General Description NOTE: This is a part-time, 30 hour/week position.
Under general supervision, performs advanced secretarial and clerical duties of a legal nature for the State’s Attorney’s Office.
The work requires knowledge of the criminal court system and procedures, an understanding of legal terms, forms and documents, and an understanding of caseflow from initial paperwork to post disposition matters.
Work involves a high volume of cases and performance of varied tasks including accessing databases to obtain and enter case information; producing legal documents, correspondence, and notices using word processing software and SAO database.
Considerable judgment and independent action establishing or adapting work procedures to new situations is also required.
The work requires the exercise of a high level of discretion.
Work is performed under the general supervision of a division chief.
Essential Functions Operate personal computer, various PC operations and software – word processing with speed and accuracy.
Assist attorneys with tasks as necessary.
Inputs and maintains data in case management system and ensures data integrity.
Composes and/or generates legal documents such as complaints, petitions, orders, motions, indictments, jury instructions, notices, subpoenas, informations, search warrants and returns, and related documents and forms.
Type general correspondence for attorneys and counselors (notices to victims and witnesses) Prepare court call material, ensure that files are in order and police officers have been notified.
May assist in specialized research as assigned.
File documents in proper files.
Organize and maintain files.
Retrieve files; lift stacks of files weighing up to 30 pounds.
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Prepare files for preservation in archive storage or destruction in accordance with regulations.
Complete and forward uniform disposition reports to Illinois State Police Bureau of Identification for State's Attorney’s Office compliance with federal rules and regulations and State statute.
Handle inquiries, provide assistance; take and convey messages for attorneys, investigators, and counselors Deliver court documents and files to courtrooms as needed.
Access and utilize SAO and court computer system for case information and status.
Operate copy machine, fax, scanner and other office machines.
Assist reception and clerical staff in other divisions.
Notarize documents.
Perform related work as required or assigned.
Maintain complex legal records and prepare material from such sources.
Lead in the work of other clerical staff assigned to the division or office.
Knowledge Skills Abilities and Education Required Considerable knowledge of PC operations and software (Microsoft programs – Outlook, Word, Excel) are required.
Excellent typing skills; speed and accuracy are required.
Good knowledge of practices and procedures of a law office Good knowledge of the court system, legal forms, documents and terminology Ability to compose legal documents, reports and correspondence.
Maintain complex legal records and prepare material from such sources.
Excellent telephone skills and knowledge of the operation of a multiple line telephone system.
Ability to operate a high volume telephone system calmly and efficiently.
Good knowledge of office equipment and filing systems.
Good knowledge of general math, spelling, punctuation and grammar.
Readily acquire knowledge of applicable policies and procedures.
Successfully complete requirements of the Illinois Law Enforcement Agencies Data System (LEADS) Operator Certification.
Make minor decisions in accordance with laws, ordinances, and established office procedures.
Ability to prioritize work and maintain workflow in hectic environment.
Ability to identify questions that should be answered by an attorney.
Ability to express one's self clearly and concisely.
Ability to use good judgment, tact and courtesy.
Ability to exercise discretion, confidentiality, and uphold the ethical standards of the legal profession.
Competency: To perform the job successfully, an individual must demonstrate the following competencies.
Analytical B Synthesizes complex or diverse information; collects and researches data; uses intuition and experience to complement data; designs work flows and procedures.
Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions.
Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; participates in meetings.
Written Communication - Writes clearly and informatively; edits work for spelling and grammar; varies writing style to meet needs; presents numerical data effectively; able to read and interpret written information.
Change Management - Develops workable implementation plans; communicates changes effectively.
Quality Management - Looks for ways to improve and promote quality; demonstrates accuracy and thoroughness.
Organizational Support - Follows policies and procedures; completes administrative tasks correctly and on time; supports organization's goals and values.
Strategic Thinking - Develops strategies to achieve organizational goals; adapts strategy to changing conditions.
Judgment - Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision- making process; makes timely decisions.
Planning/Organizing - Prioritizes and plans work activities; uses time efficiently.
Professionalism - Approaches others in a tactful manner; reacts well under pressure; treats others with respect and consideration regardless of their status or position; accepts responsibility for own actions; follows through on commitments.
Quantity - Meets productivity standards; completes work in timely manner; strives to increase productivity; works quickly.
Safety and Security - Observes safety and security procedures; uses equipment and materials properly.
Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delays, or unexpected events.
Attendance/Punctuality - Is consistently at work and on time.
Dependability - Follows instructions, responds to management direction; takes responsibility for own actions; keeps commitments.
Initiative - Seeks increased responsibilities; takes independent action.
Physiological Factors The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Working conditions representative of general office environment.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms; talk and hear.
Employee must be able to lift stacks of file folders weighing up to 30 pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
Psychological Factors The psychological demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Ability to effectively and professionally handle and respond to verbally abusive individuals or disparaging conduct.
Ability to maintain pleasant working relationships.
Ability to operate under continuous pressure.
Ability to perform multiple tasks simultaneous Suggested Training and Experience: Completion of a standard high school program supplemented by college courses, business school training, and computer/software classes and four years’ experience in administrative support work in a law office or law related area; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.
Supplemental Information Reasonable accommodations may be made in order to perform the essential functions.
This job description describes a general category of jobs.
In order to meet the needs of the Lake County State’s Attorney’s Office, employees may be assigned other duties, in addition to or in lieu of those described above, and any duties are subject to change at any time.
Any offer of employment is contingent upon the successful completion of a background screening, drug and alcohol testing and may include a pre-employment medical exam.
Lake County is committed to being a diverse and inclusive workplace and is proud to be an equal opportunity employer (EOE).