Position Purpose

We are seeking a highly organized and detail-oriented Legal Assistant to provide comprehensive administrative support to assigned prosecutor(s). Responsibilities include managing court calendars, screening calls, preparing and drafting legal documents such as criminal complaints and juvenile petitions, maintaining case information in the PROTECT case management system, coordinating writs for transport of defendants and witnesses, and processing extradition, detainer, forfeiture, and no-prosecution documentation. The ideal candidate will possess a high school diploma or G.E.D. with clerical training, at least five years of progressively responsible secretarial experience including two years as a legal assistant, and strong knowledge of legal procedures and documentation. Paralegal training and Criminal Law experience are preferred. An equivalent combination of education and experience will be considered.

Reporting to the Office Manager, the Legal Assistant assists all prosecutors with tasks which include managing moderately complex case work, meeting of statutory time limits, court requirements and deadlines, monitoring and scheduling of court hearings and meetings, production of case discovery, filing of complaints and other court documents, and general assistance to prosecutors.

HOURS: Monday-Friday 8:00 AM -4:30 PM with possibilities of overtime
LOCATION: Outagamie County Government Center at 320 S. Walnut St in Appleton, WI
REMOTE WORK: There is a potential for some remote work consideration after 6 months of employment
*This position includes the full benefits package, and you can find out more here: https://www.outagamie.gov/Our-County/Human-Resources/Employee-Benefits-Information

Key Responsibilities

The following duties are most critical for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Serves as a personal assistant for prosecutors(s), screening phone calls, taking messages, scheduling court dates, typing and filing various documentation.
Prepares and composes correspondence, edits materials, and types documentation, such as criminal complaints and juvenile petitions, from police reports and Juvenile Intake referrals, at the direction of the prosecutor, or machine transcription.
Enters data into the PROTECT case management system such as referrals, subpoenas, scheduled court appearances and meetings.
Coordinate and prepare writs for the transport of defendants and witnesses to court for hearings.
Prepare extradition forms, detainer forms, and property/money forfeitures.
Process no prosecution correspondence to law enforcement agencies.
Review incoming mail, CCAP efiling, police reports, and court notices and take appropriate action.
Assist and inform law enforcement agencies of proper court and departmental procedures and follow up on required paperwork.
Reserve laboratory analyst(s) for court hearings.
Schedules and coordinates appointments, meetings and court hearings. Monitors court calendars for case status and filing/procedure deadlines.
Maintains communication with law enforcement, victim/witness program, Human Services Department, Clerk of Court and Court personnel, public defenders, defense attorneys and other justice partners regarding pending cases and proceedings.
Initiates Domestic and Non-Domestic Fast Track Program with drafting of complaints, deferred judgement agreements, and information sheets.
Acquires all certified legal documents, coordinates any required prepayment arrangement for these documents and ensuring the documents are received in a timely manner for court use.
Notarizes documents for prosecutors and law enforcement.
Assist and files necessary Immunization documents with Court.
Prepares DNA Compliance Letters along with criminal complaints for those in non-compliance.
Serves as a backup receptionist; answering multi-line telephone; taking messages; greeting, directing, entering referrals, and assisting the public; and making referrals to specific prosecutors and/or community resources when appropriate.
Maintains files and records, preparing necessary paperwork and opening and closing cases.
Assists with case preparation, researching general information for the prosecutor and following up on projects and deadlines.
Creates Templates for Office use.
Assists Prosecutors at Pre-Trial Conferences.
Attends in-service training, seminars, workshops, and meetings as required.
Work closely with all law enforcement agencies.
Provide needed back-up to other staff members during periods of absence and during peak workloads as directed.
Work with Office Manager to oversee daily activities of interns and volunteers.
Actively participate in any assigned committees or project groups.
Maintains and updates department library.
Prints weekly calendar from the computer and distributes to prosecutors.
Maintains and monitors referrals, verifying unresolved referrals with department records.
Maintains regular and predictable attendance, works overtime/extra hours as required.
Performs other duties as assigned.

Education/Certifications/Experience Requirements

Graduate from high school or G.E.D. with clerical and office training.
At least five years of increasingly responsible secretarial experience including two years as a legal assistant.
Paralegal training desirable. Criminal Law experience preferred.
Or any combination of education and experience that provides equivalent knowledge, skills, and abilities.

Required or Preferred Skills

Knowledge of and demonstrated ability to conform to goals, policies, and procedures of the Department as well as the Outagamie County Work Rules and Terms of Employment.
Listen and respond constructively to other team members. Treat co-workers, administrative personnel and the public with respect and professionalism.
Promptly notify manager about any problems that affect the ability to accomplish planned goals/work assigned.
Knowledge of, and ability to use, modern office practices, procedures, and equipment such as calculator, typewriter, computer, photocopier, scanner, FAX machine, telephone, etc.
Knowledge of and demonstrated skill in performing general clerical duties.
Knowledge of and skill in using business English, grammar, and spelling.
Working knowledge of the criminal justice system.
Knowledge of pertinent laws, statutes, regulations, and legal terminology.
Demonstrated ability to type 65 words per minute at 95% accuracy rate.
Ability to work independently, make sound decisions, and use good judgment to ensure that work is prioritized so that it is effectively carried out in the time frame allotted, and ensuring effective use of all resources.
Ability to manage large caseloads in a fast-paced environment.
Ability to maintain accurate and complete records, and prepare clear and comprehensive reports.
Knowledge of and ability to use computer software and applications utilized by the department.
Ability to maintain composure and effectively use tact and diplomacy with co-workers, general public, government agencies, etc.
Ability to maintain a high level of discretion and confidentiality, and to respect the confidentiality of information or concerns shared by others.
Ability to effectively communicate in English, verbally and in writing.
Ability to understand and follow written and oral instructions.
Ability to add, subtract, multiply, divide, and figure mathematical calculations.
Ability to lift, carry, push, pull; or otherwise move objects up to 25 pounds, understanding and utilizing proper body mechanics.

OUTAGAMIE 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 EMPLOYEES AND INCUMBENTS TO DISCUSS POTENTIAL ACCOMMODATIONS WITH THE EMPLOYER.

Outagamie County offers Benefit options and paid time off for team members that work 20+ or more hours per week. Learn more today by visiting: https://www.outagamie.org/government/departments-f-m/human-resources/employee-benefits-information

Outagamie County Diversity Statement:

Outagamie County is committed to developing, nurturing, and sustaining an equitable community and workforce where all individuals can thrive. We pledge to amplify the voices of under-represented communities or those who were historically excluded, by removing barriers that result from racial, social injustice and inequities. We strive to ensure that equity, diversity, inclusion are embedded at all levels of Outagamie County programs and departments through acknowledging, analyzing, and addressing the root causes of inequities. We will create and advance equitable polices, practices and procedures, including, but not limited to County services, recruitment and retention, policies and practices, budgeting and procurement. We commit to being transparent and will continually evaluate and update our values when identified goals and objectives are not being achieved or sustained. Outagamie County will strive to create an inclusive environment where every community member feels like he/she/they belong.

OUTAGAMIE 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 EMPLOYEES AND INCUMBENTS TO DISCUSS POTENTIAL ACCOMMODATIONS WITH THE EMPLOYER.

Outagamie County

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