Legal Assistant - Reception (Temporary)

This is a temporary position that will last 4-6 months with an expected start date of July 14, 2025. 

Under direct supervision of management, this position is primarily responsible for managing incoming calls and initiating electronic file creation. Can be responsible for providing legal support to assigned attorneys in the Skagit County Public Defender’s office. This position requires legal knowledge and the ability to exercise independent judgement in routine administrative matters and other matter of similar complexity.

Represent office in a professional capacity, including frequent interaction with the public, both over the telephone and in-person. Assumes confidentiality in all matters.

Process incoming referrals, sets up files, prepare pleadings and correspondence, draft and file legal forms and pleadings, schedule and calendar appointments or court appearances, screen in-coming phone calls and assist as able, maintaining case files entry of data and updates in various database systems, organization and maintenance of discovery and archiving of closed files in accordance with the file storage and record retention policies.

Inputs, retrieves and modifies client and case data stored in computerized database system; assisting other uses with problems associated with system or program as requested.

Serves as liaison between their assigned attorneys and clients, prosecutors, other county staff, experts, parents, the public and other legal professionals.

May interpret for Spanish speaking clients, parents or other involved parties, if able. This includes: client appointments, interviews, phone calls, discussions before or after court and/or assistance in the Juvenile Detention or Skagit County Community Justice Center.

Screens, relays and responds to a wide variety of requests for information and/or voicemail messages from clients.

Utilizes both internal and external databases and other legal resources to conduct research relating to cases, including ascertaining the nature of involved parties and a person's role in the particular matter, then gathering the necessary documents for management to determine if the case is a conflict and/or needs to be re-assigned.

Perform receptionist duties, managing a multi-line phone, distributing in-coming faxes, opening, date stamping, sorting and distributing incoming mail quickly and accurately, and assisting the general public in-person or over the phone by answering a variety of questions and taking detailed messages when attorney's legal advice and/or feedback is required. Often interacts with distraught or mentally ill individuals, de-escalating situations to the best of their ability.

May be assigned to respond to public disclosure requests, assist with transcription requests and distribute when completed, assist with the conversion of audio or video discovery that is not otherwise supported on the County network, run errands and deliver interoffice mail, or assist with or other duties as assigned.

Consistently contribute to the department through work product and by communicating and collaborating in a manner that enhances individual and team productivity. Displays professionalism, quality service and a positivity "can do attitude" to clients, co-workers and other department personnel.

Participates in special projects or other secretarial functions as assigned.

Supervisory: None

OTHER JOB FUNCTIONS:

Interpret for Spanish speaking clients (if applicable).

May be required to pass job-related tests – typing, interpreting/translating or basic knowledge.

May be tasked with performing duties that are not be specifically listed in the position description, but are within the general occupational series and responsibility level typically associated with the employee's classification of work.

Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying.  A typical path to obtain the required qualifications would be:

High school diploma or G.E.D. required.

Requires knowledge of:

•   Standard office and clerical practices and procedures.

•   Rules of grammar, spelling, punctuation and word usage.

•   Microsoft Windows environment and other computer and software applications.

•   Basic mathematical calculations.

Requires the ability to:

•   Communicate efficiently both oral and written.

•   Type 65 wpm with accuracy.

•   Maintain patience and flexibility while working with people in crisis.

•   Setting work priorities, adjusting as needed and managing time efficiently.

•   Work calmly under pressure.

•   Manage a high volume of work, meeting deadlines while coping with constant interruptions. Setting work priorities and managing time efficiently.

•   Learn and retain complex procedures, laws, rules and regulations.

•   Understand and explain legal processes and procedures as needed.

•   Produce work product that meets professional standards of quality, neatness, accuracy and promptness.   Maintain all ethical and professional standards.

•   Handle a high volume of phone calls.

•   Interact well with individuals from a wide variety of economic, education and ethnic backgrounds who are often in stressful situations.

•   Quickly learn the names, locations and functions of departmental actives through the County.

•   Locate and utilize new sources of information and assistance if/when they become available with little direction or training.

•   Perform work with minimal supervision.

•   Exercise careful judgement, diplomacy and tact.

•   Speak, read & write Spanish (strongly desired but not required)

Licenses and/or Certifications:

None.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS: Work is performed primarily in an office environment. Job requires sitting at a desk for extended periods of time. Some bending, stooping or light lifting to access files may be required.

Hazards: Normal hazards in an office environment.

Following review of applications and resumes, the highest qualified applicants will be interviewed and may be tested. After a selection is made, all applicants not selected will be notified in writing. Skagit County reserves the right to use applications received for this posting to fill any other positions within this classification which may open within six months following the closing of this position.

ADDITIONAL INFORMATION: