Legal Assistant I - III

The Legal Assistant is responsible for providing administrative support services to both the Civil and Criminal Division and its attorneys, including the Elected Prosecutor. This position may also assist the Administrative Supervisor and Chief Administrator with various duties and special projects. Must maintain courteous and cooperative working relationships with administrative and other County personnel, public agencies, and the general public, and work under the guidance of Local/State/Federal regulations and Office/County policies/procedures.

Responsible for providing all secretarial support to the Prosecuting Attorney, Deputy Prosecuting Attorneys, and Administrative Supervisor regarding all civil and criminal matters.

• Assist telephone callers and visitors with questions and direct them to the proper source for answers.
• Prepare a variety of legal documents, pleadings, notices, agreements, contracts, ordinances and correspondence at the direction of the Deputy Prosecutors and the Prosecutor.
• Prepare memoranda, reports, briefs, and legal documents from handwritten notes, taped dictation, and computer disk/cd. Ensure that documents are consistently prepared and completed in accordance with format rules of the Prosecutor's Office, Superior Court, Appeals Courts or Administrative agencies.
• Prepare response to correspondence either from dictation, oral instruction or independently; obtain required signatures and distributes appropriately.
• Manage the distribution of Discovery including using the internal case management software,  LiquidFiles, OneDrive, and other appropriate tools to provide and track all discovery requests.
• Assist in maintaining a library of briefs and research materials for future use by others in the Prosecutor's Office.
• Enter all cases received into Case Management Software (unless otherwise instructed) and upload all documents that relate to each case (paperless – electronic files) so that the records are complete and accurate (Internal Software Program) to ensure tracking and logging for annual and internal reports as well as records management.
• File and record legal documents with the appropriate officials and agencies in a timely manner and ensures correct dissemination to appropriate parties.
• Proofread documents and correct grammar, spelling, punctuation, sentence structure, legal terminology and format without altering meaning.
• Maintain and organize all assigned cases (paper or electronic in format). Retrieve materials as necessary.
• Add reminders to Prosecutor and Deputy Prosecutor’s calendars with notifications.
• Maintain cases through active work and litigation, updating electronic cases and case indexes (electronic in format), placing pleadings in order of receipt.
• Correspond with and make arrangements to have victims and witnesses subpoenaed for scheduled court hearings and communicate with same regarding any changes in dates.
• Responsible for the management of the division’s or position’s records and closed cases. Records are to be managed based on the Prosecutor’s Office’s policies and procedures relating to the management of records and the Washington Secretary of State Archives records retention schedules (CORE and Prosecutor Schedule). Responsible for adding closed cases to the index and placing any physical files in storage for the duration required for records retention.
• Create destruction logs and send them to division attorneys and staff for review and approval.
• Destroy approved records that have met retention by purging Camas cases, deleting Case Management Software cases, deleting records from the G drive, and deleting emails from the Assistant’s own Outlook account.
• Gather information, run reports, and prepare reports as directed. Provide criminal and civil division legal assistant support by the scanning, uploading, printing, and mailing of records relating to cases as required by the current demand of the division.
• Operate office machines such as Computer, scanner, copier, printer, fax machine, multi-line phone, and mail machine.
• Assist in training other staff and interns in legal office procedures and checking work for accuracy and correctness.
• Prepare paperwork based on job assignments and instruction from attorneys and supervisors as not otherwise provided in this job description.
• Assist in overflow work in civil or criminal and perform any other tasks as assigned.

• Receive Public Disclose requests regardless of source.
• Enter information into the GovQA System, process generated camas request and add case to electronic case management software.
• Create working file on the G drive to store records for processing by Public Records Officer.
• Send network location address which contains all relevant materials to the Public Records Officer via email with CAMAS and Case Management Software case information included.
• Work with the Public Records Officer to fulfill the public records requests.
• Answer calls and questions regarding public disclosure requests and procedures.
• Other duties as assigned.

All Positions

• High School Diploma or GED equivalent.
• Valid Washington State Driver’s License.
• A criminal history and background check will be performed on qualified applicants. Convictions may preclude candidates from employment in certain circumstances. Factors such as relativity to the position, age and time of the offense, seriousness and nature of the violation, and rehabilitation will be taken into account.

• One (1) or more years of experience in a legal office or related setting.
• Equivalent education/experience may substitute for the minimum qualifications stated above at the discretion of the Chief Administrator or Prosecuting Attorney.

• Five (5) or more years of experience in a legal office or related setting.
• Equivalent education/experience may substitute for the minimum qualifications stated above at the discretion of the Chief Administrator or Prosecuting Attorney.

• 10 or more years of experience in a legal office or related setting.

• Equivalent education/experience may substitute for the minimum qualifications stated above at the discretion of the Chief Administrator or Prosecuting Attorney.

Work is generally performed in a high volume office environment with sustained posture in a seated position, prolonged periods of computer operation, and periods of standing; frequent use of standard office equipment; regular interaction with employees and the public; periods of increased activity and exposure to angry or emotional customers; strength to lift, pull, push, and/or carry up to 25 pounds and potentially more with assistance; vision to read printed materials and a computer screen, and hearing and speech to communicate clearly in person or over the telephone; ability to sit, stand, walk, stoop, kneel, crouch,   ascend/descend stairs,  and reach with arms and legs. Periodic duties may require performance in non-office settings, outdoors, or at a variety of County locations.  

Work is typically performed during standard business hours with some extended shift or weekend and evening work as needed. Regular attendance and punctuality are required. Periodic travel will be required for meetings and/or training opportunities. Must be able to safely operate a motor vehicle in varied weather conditions and levels of daylight.