Legal Assistant III – Ottawa County

Paul Hanvey March 31, 2023

TITLE: LEGAL ASSISTANT III                                      EMPLOYEE GROUP: GROUP T

DEPARTMENT: PROSECUTOR’S OFFICE                    GRADE: 6

JOB SUMMARY: Under the supervision of the Office Manager, provides a wide variety of coordination activities, both technical and administrative, to assist attorneys. Manages documents for case files within the Prosecutor’s Office. Activities are varied and complex, often performed under limited supervision, and require creativity and independent judgment. Typically, this position is assigned to and managing cases in the criminal, family, juvenile, civil and probate divisions of the Circuit Court. This is a full-time, benefited position working out of the Ottawa County Prosecutor’s Offices in Grand Haven or Holland. Typical working hours are Monday-Friday, 8:00 a.m. to 5:00 p.m. Occasional travel to other County locations as needed.

SALARY: $43,209.40 – $56,178.20

ESSENTIAL JOB FUNCTIONS: The essential functions of this position include, but are not limited to, the following:

  1. Evaluates complex and diverse information to determine appropriate course of action and required documentation, considering court deadlines and applicable law enforcement Handles document preparation, executes follow-up and fact gathering using analysis, solid judgment, initiative, critical thinking, and experience to complement existing data to perform the file management function. Assignments may include difficult and high-profile cases.
  2. Enters and updates case data using multiple computer systems utilized to manage case records, generate documents and reports, and track Uses document management software to manage cases via imaged documents, creates e-forms, digital media, and processes case work within department and with other county agencies using workflows.
  3. Responds appropriately to callers and walk-ins addressing questions and concerns of attorneys, parties, court personnel, law enforcement personnel, victims, families, witnesses and others regarding departmental procedures, schedules, case information and related issues. Requires discretion to adhere to disclosure and confidentiality restrictions.
  4. Schedules hearings, prepares notices, proofs, files and documents within legal time Issues subpoenas as needed.
  5. Manages calendar for assigned court and prepares documentation for Prepares for weekly and unscheduled court sessions including a variety of court scheduled hearings.
  6. Reviews files upon return from court and assists attorneys to prepare necessary case follow-up to ensure accurate and timely processing of case components.
  7. Determines necessary documents and procedures to accurately prepare case files for weekly sentencing in the Circuit Includes communication and coordination of information and schedules with other County departments and may include preparation of prisoner transfer documents. May include making recommendations for procedure improvements.
  8. Processes and follows case/file closure and archival
  9. Performs complex clerical and administrative tasks unique to the
  10. Performs a variety of other support tasks which may include maintaining and updating resource materials in the law library, ordering and maintaining office supplies and forms, making travel and lodging arrangements, organizing and distributing mail and related tasks.
  11. May be assigned to manage clerical support functions for Appeals Division, manage Personal Protection Order case flow, School Safety Reporting, department statistical record keeping, and/or other special projects as assigned.
  12. May review, perform, and cover duties, as well as assist with training, of all clerical
  13. Other duties as assigned.

REQUIRED KNOWLEDGE AND SKILLS:

  1. Thorough working knowledge of court administrative procedures and
  2. Thorough working knowledge of legal terminology, documents, style and
  3. Fast and accurate keyboarding
  4. Thorough working knowledge of document imaging protocols and
  5. Thorough working knowledge of privacy requirements related to court
  6. Computer literacy including a good working knowledge of word processing, spreadsheet and database management applications.
  7. Excellent oral and written communications
  8. Excellent interpersonal and human relations
  9. Excellent time management skills and organizational
  10. Ability to interact positively and professionally with judges, attorneys, prosecutors, law enforcement officers, employees, felony offenders, other parties to litigation and members of the general public with widely divergent socio-economic and cultural backgrounds and varying levels of communication skills.

REQUIRED EDUCATION, TRAINING AND EXPERIENCE: 

High School diploma required. Associates or Bachelors Degree in related area preferred. A minimum of four (4) years experience in a criminal justice system or similar legal setting strongly preferred. Skills in the use of MS Word, MS Excel, OnBase, Smeadsoft, MiFile, LEIN and PAAM case management software strongly preferred. Previous experience at the Legal Assistant II level preferred.

LICENSES AND CERTIFICATIONS:

LEIN certified preferred.

PHYSICAL REQUIREMENTS:

Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility.

WORKING CONDITIONS:

Work is performed in a normal office environment.

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