Legal Assistant - Internal Only

GENERAL DESCRIPTION:

This is a highly skilled position that provides paraprofessional and legal support services for the Office of the County Attorney. This position is responsible for performing a variety of specialized confidential tasks involving preparation of legal documents, computerized and traditional legal research, case and assignment management, communication with various parties, and general administrative assistance. The role requires strong organizational, time management, and communication skills. 

ESSENTIAL JOB FUNCTIONS:

The following statements describe the principal functions of the job and its scope of responsibility but should not be considered an all-inclusive list of work requirements.  Individuals may perform other duties as assigned.

• Handles administrative processing of cases and various assignments from county departments, including factual investigation, collection and preparation of necessary documents, and basic case management responsibilities including the routing of correspondence to interested parties calendaring, scheduling, and keeping track of all deadlines, court dates, depositions, and hearings. This involves organizing documents, updating case and assignment status, and ensuring all relevant information is readily available. 
• Reviews and drafts as needed, under the supervision of an attorney, legal documents such as deeds and contracts, as well as all Board of County Commissioners agenda items, with high regard to detail, accuracy, and conformance to established policies, standards, and rules.
• Assist Supervising Attorney with Investigating claims and legal complaints against the County by interviewing employees, collecting pertinent documentation and reporting findings as requested. 
• Coordinates with outside counsel on appropriate disposition of legal matters.
• Coordinates and schedules meetings and travel arrangements for the attorneys of the Office of The County Attorney.
• Assists in the preparation of proclamations, resolutions, ordinances, agenda requests, public notices, and press releases as needed. 
• Coordinates and monitors the progress of ordinances, special assessments, and public hearings to ensure that all notice and hearing requirements are met.
• Receives incoming calls to the County Attorney’s Office and directs them to the appropriate individuals.
• Maintains a professional and safe unit and work area adhering to established safety policies and the image desired for the organization.  
• Follows Board policies and procedures.
• Performs other legal support services and duties as required by and assigned by the County Attorney.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of legal secretarial practices and procedures, legal terminology, business English, and commercial arithmetic.
• Knowledge of applicable laws, ordinances and general regulatory codes, basic legal forms and documents.
• Knowledge of and familiarity with the organizational structure of county government.
• Knowledge of legal filing systems and records management. 
• Skill in the operation of personal computers, including formatting and word processing.  Must be able to utilize all features afforded by word processing software or other computer software and equipment utilized by the office.
• Ability to research, analyze, and condense large amounts of information into clear, concise form for attorney review. 
• Ability to communicate effectively, both orally and in writing.
• Ability to exercise judgment and discretion in applying and interpreting organizational rules, regulations, policies, and procedures. 
• Ability to perform routine to complex administrative support activities. 
• Ability to prepare correspondence and reports. 
• Ability to maintain effective working relationships with co-workers, supervisors, managers, directors, Elected Officials, vendors, and the general public.
• Ability to maintain confidentiality and work both independently and as part of a team.

PHYSICAL SKILLS:

The person in this position: Must be able to remain in a stationary position for 50% of the time.  Must be able to frequently position self to reach files and other office items located on low shelves or the floor.  Must be able to inspect and assess daily email and postal mail correspondence. Frequently communicates with the public, vendors, businesses, managers, directors, Administration, and the Board of County Commissioners.  Must be able to exchange accurate information in these situations.  Frequently operates various types of office equipment to include, but not limited to a computer and copy machine.  Occasionally ascends/descends stairs.  Rarely moves materials and office equipment weighing up to 25 lbs.  Constantly works in an indoor environment.  Rarely works in inclement outdoor weather conditions. Rarely operates motor vehicle for up to four (4) hours continuously or intermittently.  

 MINIMUM QUALIFICATIONS:

EDUCATION AND EXPERIENCE:

Minimum of five (5) years experience as an office assistant or an equivalent combination of education, training, and/or similar experience. Experience in a legal setting preferred but not required.

LICENSES, CERTIFICATIONS, OR REGISTRATIONS:

Must possess and maintain a valid Florida Driver License.

OTHER JOB-RELATED REQUIREMENTS:

        Disaster Essential.

THE HIGHLANDS COUNTY BOARD OF COUNTY COMMISSIONERS
Does not Discriminate on the basis of age, race, sex, religious belief, color, national origin, disability/handicap, gender, gender identity, sexual orientation, genetics or any other legally protected group/class. We are proud to be a drug free workplace. Screening tests for illegal drug use may be required as a condition of employment