Careers >> Office Manager/Lead Paralegal
Office Manager/Lead Paralegal
Summary
Title:Office Manager/Lead Paralegal
ID:1021
Position Type:Full-time
Pay Grade:Grade 8 - Salaried $50,690 - $75,372, starting salary DOQ
Closing Date:Open until filled
Description

Job Summary

To supervise, evaluate and coordinate work procedures and flow of office support staff and to assist attorneys by providing legal and administrative support requiring advanced knowledge of legal concepts, documents, and procedures.

 

Supervision Received

Employees working in this job class work under general direction and are usually in charge of an organizational unit. They plan and carry out assignments with considerable independence, and have some latitude in developing procedures and methods. They report to a superior by occasional conferences to discuss work progress or problems requiring upper advisement.

 

Supervision Exercised

Directly supervises assigned Legal Secretaries, Paralegal, and Crime Victim Coordinator staff, hereinafter collectively referred to as support staff.

Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include planning, assigning, and directing work; appraising performance; addressing complaints; training and rewarding employees. Responsibilities also include, in collaboration with the Human Resources Department, interviewing, hiring, implementing performance improvement plans, disciplining employees, and resolving grievances.

 

Essential Functions

This position description is not intended to be all-inclusive. Employee may perform other essential and nonessential functions as assigned or apparent to meet the ongoing needs of the department and organization. Regular attendance is an essential requirement of this position.

 

  1. Manages the day to day operations of the front office environment. Trains staff, assigns and monitors work of support staff. Maintains time records, reviews and approves supply requisitions, maintains and re-stocks inventory, updates organizational memberships, and maintains office records and equipment.
  2. Reviews, organizes, and assesses investigative materials and referrals of adult criminal, juvenile delinquency, child protection, and civil commitment matters. Ensures pertinent information is contained with investigative materials for charging decisions. Prepares complaints and search warrants for felony, gross misdemeanor, misdemeanor, and juvenile matters. Prepares petitions for child protection and civil commitment matters. Preparation includes, but is not limited to, composing probable cause statements, selecting appropriate statute and compiling appropriate statutory language, and inputting appropriate criminal code.
  3. Prepares files for court trial and jury trial, reviews discovery materials with lead officer to assure completeness, compiles witness lists, summarizes witness testimony, notifies officers, subpoenas and coordinates witnesses, prepares motions, prepares exhibits and exhibit lists, prepares jury instructions, and assists attorney at trial, including scheduling and operating audio/visual equipment.
  4. Drafts legal documents and correspondence of a criminal or civil nature, performs research in civil and criminal matters and summarizes findings, assists with appellate work including attorney general’s office referrals and coordination, legal research, and coordination of legal printing and filing.
  5. Assists and recommends the hiring, transfer, suspension, promotion, discharge, and discipline of staff. Approves and schedules time off for staff. Refers harassment and discrimination complaints to Human Resources.
  6. Maintains database and directories for computer case tracking system. Maintains legal research software, periodicals, updates, and contract file.
  7. Maintains County Attorney Trust Account, issues checks, and reconciles bank statements. Maintains County Attorney Forfeiture Fund, issues payments, and reconciles quarterly. Assists in overseeing law library fund and maintains contract and expenditure file. Maintains records of audio/visual evidence and petty misdemeanor agreements.
  8. Compiles and prepares budget information for the County Attorney. Assists in monitoring budget throughout year.
  9. Adheres to collective bargaining agreements, county policies and procedures, and applicable laws, including timely/accurate reporting and consistent/uniform administration of EEO, FLSA, FMLA, ADA, Workers’ Compensation and Return to Work programs, in close collaboration with the Human Resources Department. Completes departmental new hire orientations promptly and staff performance appraisals of the Paralegal, Legal Secretaries, and the Crime Victim Coordinator in accordance with county policy.
  10. Assists in coordinating annual emergency practice drills (i.e. tornado and fire drills).
  11. Compiles statistics and information requested by state agencies.
  12. Attends and participates in advisory groups and committees, including meetings related to the computer case tracking system.
  13. Attend training and continuing education courses as needed.
  14. Performs other related duties as assigned or apparent.

 

 

 

Minimum Qualifications

Accredited Paralegal Associate’s degree or equivalent, plus three or more years of paralegal or legal assistant experience; or an equivalent combination of education and experience sufficient to perform the essential duties of the position. Prior supervisory experience preferred. Typing speed of 50 w.p.m. or higher. Must have the ability to focus and work productively with regular interruptions.

 

Valid Minnesota driver’s license required. Employment reference checks and a criminal background check will be performed as part of the pre-employment process.

 

Knowledge, Skills, and Abilities Required

Knowledge of:

  1. County and departmental policies, procedures, and practices.
  2. Federal, State, and local laws, rules, and regulations relevant to the work performed in this position.
  3. Knowledge and expertise regarding the legal system with a working knowledge of substantive and procedural law in the State of Minnesota with particular emphasis on criminal law.
  4. Methods and practices of criminal investigations.
  5. Legal resource materials including computerized research.

 

Skill in:

  1. Legal writing, legal research, and written and verbal communication.
  2. Communication and interpersonal skills as applied to interaction with coworkers, supervisor, and the general public sufficient to exchange or convey information and to receive work direction.
  3. Typing skill sufficient to complete 50 net words per minute without errors.
  4. Reading, writing, and speaking English proficiently.
  5. Time management, organizing, prioritizing, and delegating work.
  6. Strong decision making skills.

 

Ability to:

  1. Present a positive attitude in the workplace, promote a spirit of teamwork and cooperation, and be able to treat co-workers, supervisors, and subordinates with respect, honesty, and consideration.
  2. Effectively manage support staff and the day to day operations of a county attorney's office.
  3. Assess investigations and referrals and prepare probable cause statements clearly and logically in written form.
  4. Perform legal research using printed and computerized materials.
  5. Independently resolve problems arising in the scope of duties.
  6. Establish and maintain effective working relationships with attorneys, co-workers, court personnel, law enforcement, county officials, employees, and the general public.
  7. Work within time frames set forth by the Minnesota Rules of Court.
  8. Maintain confidentiality.
  9. Must be able to travel and work in excess of standard hours when necessary.

 

Language Skills

High Skills – Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

 

Mathematical Skills

Basic Skills – Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

 

Reasoning Skills

High Skills – Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

 

Computer Skills

To perform this job successfully, an individual should be proficient at using the following software:

 

County Payroll Software/E-time, Microsoft Word, Excel, Outlook, PowerPoint, Audio/Video Recording/Editing, Minnesota County Attorney Practice System (MCAPS), Minnesota Court Information System (MNCIS), and Internet.

 

Ability to Travel

Occasional travel required for trainings and meetings in and out of Aitkin County and to pick up/deliver documents to/from another county. Travel also required for conflict files from other counties and files where venue is transferred to another county.

 

Competencies

To perform the job successfully, an individual should consistently demonstrate the following competencies (definitions attached or available upon request):

 

Ethics, attendance/punctuality, safety and security, dependability, analytical, design, problem solving, project management, technical skills, customer service, interpersonal skills, oral communication, written communication, teamwork, change management, delegation, leadership, managing people, quality management, cost consciousness, diversity, organizational support, judgment, motivation, planning/organizing, professionalism, quality, quantity, adaptability, initiative, strategic thinking, visionary leadership, and innovation.

 

Work Environment

The noise level in the work environment is usually moderate. At times is required to retrieve old/closed files from the attic which are dusty and dirty. The attic is the same temperature as the outside.

 

 

 

Equipment and Tools

Computer, copier, fax, telephone, printer, Elmo visual projector and presentation equipment, scanner, emergency weather-alert system, county-owned vehicles, personal vehicle (requires proof of insurance on file), and other job-related equipment.

 

Physical Activities/Requirements

Climbing, balancing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, carrying, use of fingers, grasping, talking, hearing, seeing, and repetitive motions. Must have the ability to lift and/or carry up to 50 pounds.

 

While performing the duties of this job, the employee performs light work, exerting up to 50 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

 

Working safely is a condition of employment. Aitkin County is a drug-free workplace.

 

Disclaimer

The above statements are intended to describe the general nature and level of the work being performed by employees assigned to this job classification. This is not an exhaustive list of all duties and responsibilities. Aitkin County reserves the right to amend and change responsibilities to meet organizational needs as necessary. This job description does not constitute an employment agreement between the employer and employee.

 

Reasonable Accommodation Notice

The County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

 

05/13/2014

 

 

 

 

 

 


Our Vision: We strive to be a county of safe, vibrant communities that place value on good stewardship of local resources.

Our Mission: Aitkin County’s mission is to provide outstanding service in a fiscally responsible manner through innovation and collaboration with respect for all.

Our Core Values: Collaboration, Innovation, Integrity, People-Focused, Professionalism

 

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