Legal Office Specialist

About The Position

The Eighth Judicial District Court is inviting applications for the role of Legal Office Specialist. This specialist-level position provides advanced, confidential, and specialized legal administrative support across multiple District Court offices. This role demands a comprehensive skill set and knowledge base that surpasses the requirements of entry-level legal office positions and cannot be quickly attained through brief on-the-job training.

A Promotional Competitive Eligibility list will be generated from this examination to fill current and future vacancies over a three-month period, with possible extensions as needed by District Court Human Resources. Only the most qualified individuals may be contacted for further selection stages.

Certain positions may be limited-term, hired for special projects or specific durations, requiring a signed letter outlining employment terms and dates. These positions are eligible for benefits during their term. Some roles may also be dependent on grant funding, with employment ending if funding ceases. Additionally, some roles might be confidential and therefore excluded from union membership, as this is a non-union position.

Knowledge and Skills

• Familiarity with departmental or court policies and procedures.
• Proficiency in legal office terminology, documentation, and procedural practices.
• Experience with computer applications for word processing, data entry, and report generation.
• Ability to accurately handle money and perform careful calculations.
• Knowledge of administrative office procedures including business letter formatting, spelling, grammar, and punctuation.
• Strong interpersonal skills capable of communicating effectively with the public in sometimes stressful or confrontational situations.

Responsibilities

• Perform complex and confidential legal office support requiring use of independent judgment and specialized skills related to assigned departments.
• Gather and organize information from several sources to complete forms or prepare reports, including performing arithmetic and statistical calculations.
• Provide policy-based information to the public or county staff, requiring discernment and application of rules and procedures.
• Maintain, organize, and purge court or departmental files accurately.
• Produce correspondence, reports, forms, or specialized documents from drafts, notes, or dictations using computers or typewriters.
• Proofread materials to ensure accuracy, completeness, and conformity with department standards.
• Serve as a clerk in various courts such as small claims, traffic, civil, or criminal, managing case preparation, scheduling attorneys, preserving evidence, and typing court orders.
• Use computers to enter, retrieve, and verify data; prepare and correct reports; and potentially access confidential statewide networks.
• Handle fees, fines, and other payments, prepare receipts, and reconcile amounts.
• Enhance unit efficiency and effectiveness by offering suggestions and actively participating in team efforts.
• Manage administrative details including ordering supplies, arranging equipment repairs, updating reference materials, and coordinating meetings.
• Reception duties such as screening visitors and calls, directing inquiries appropriately, or handling calls personally.
• Operate standard office equipment and train or provide leadership to other support staff as needed.

Minimum Qualifications

• High school diploma or equivalent plus three years of full-time legal office support experience involving legal terminology and document processing.
• Equivalent professional education or experience may substitute up to one year of the experience requirement.

Working Conditions and Additional Information

• May require working shifts during evenings, nights, weekends, or holidays.
• Potential exposure to difficult or dangerous individuals in certain positions.
• Employment conditioned on successful background investigation and pre-employment drug testing.
• Applicants must be legally authorized to work in the United States; visa sponsorship is not provided.

Physical Requirements

The job entails the ability to work within a typical office environment, use office equipment, lift files weighing up to 25 pounds, and communicate effectively by voice and hearing. Reasonable accommodation may be provided for qualified individuals with disabilities.