Administrative Assistant II - Attorney

Department:  County Attorney                                                                                                           FLSA Status:  Non-Exempt

General Definition of Work

Performs intermediate skilled administrative support work assisting staff with preparing and maintaining legal documents, correspondence, records and case related files, interacting and assisting with the public, providing general clerical support, and related work as apparent or assigned.  Work is performed under the moderate supervision of the County Attorney. 

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential function satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions. 

Essential Functions

• Prepares legal documents, petitions, orders and other miscellaneous court filings.
• Composes dictation, correspondence and forms.
• Assists with taking and directing inquiries; recommends appointments with other staff when necessary.
• Opens and maintains case files; assists with keeping accurate and organized files; processes closed files.
• Works in collaboration with other internal departments or external agencies to gather information, meet the needs of citizens and complete individual staff or agency requests.
• Conducts research on routine legal issues and relevant statutes.
• Performs general office support duties including making copies, preparing and mailing correspondence and directing incoming and outgoing mail. 

Knowledge, Skills and Abilities

Thorough knowledge of the general operation of a county attorney's office; thorough knowledge of standard office equipment and applicable hardware and software; general knowledge of legal office practices, procedures, equipment and secretarial techniques; general knowledge of departmental functions, organization and policies; general knowledge of legal terminology and spelling; general knowledge of related computer software programs; ability to work under pressure; thorough skill operating standard office equipment and related hardware and software; thorough skill creating and keeping related case files and case documentation; thorough skill responding in a timely and efficient manner to customer and agency requests; ability to analyze information in oral and written form; ability to make arithmetic computations using whole numbers, fractions and decimals; ability to prioritize, organize and perform work independently; ability to communicate ideas effectively in both oral and written forms; ability to establish and maintain effective working relationships with associates, court officials, other county staff, similar professionals in other counties and the general public. 

Education and Experience

High school diploma or GED and moderate experience working as a legal assistant, legal secretary, or equivalent combination of education and experience. 

Physical Requirements

This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires standing, walking, climbing or balancing, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data, operating machines and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic). 

Special Requirements

• Must be a notary public within six (6) months of hire.
• Legal secretary degree preferred.

Other Requirements 

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 not public data 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 completed, the employee’s work assignment no longer requires access.

Minimum Qualifications 

1. ​ High School Diploma or equivalent.
2. Valid Driver's License in the State of MN.