Paralegal II - Office Manager

Prineville, OR

Department:         Legal Counsel’s Office

Reports To:           County Counsel

Classification:       Exempt

Salary Grade:        127/ 1-3 $68,702 - $72,883

 All applicant submissions must be received through the link provided below.

 crook-county.hiringthing.com/job/251063/paralegal-ii-office-manager

Summary

 This cross-functional role requires the employee to perform a wide-ranging scope of duties drawing from subject matter expertise and procedural knowledge found in a number of fields including, but not limited to Law, Business, Customer Service, and Decision-making, interpretation of legal terminology and classification, project management, excellent written and verbal communication skills, problem-solving, handling complaints from the public or employees, and analytical mindset and critical thinking are vital to the success of this role.  The position exercises considerable independence of action in complex and routine matters, which often involves handling a broad scope of proprietary and private information.  The incumbent must have a thorough knowledge of confidential record keeping, proper English usage, grammar, spelling, punctuation, and basic math skills.

 Essential Job Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.             

  • Independently authors initial drafts and finals of correspondence, memoranda, contracts, agreements, and other documents as required; manage and track multiple ongoing initiatives.
  • Accurately and efficiently finalize, and appropriately process all documents pertaining to the Legal Department.
  • Formats, proofreads, and edits all correspondence and supporting documents for motions, affidavits, records, briefs, and reports for Circuit Court and all other quasi-judicial forums as required, including land use appeals, bankruptcy court, and appeals court.
  • This Individual is solely responsible for the storage and retrieval of files and documents for employees, management, internal departments, and public businesses while maintaining the highest level of discretion and confidentiality. Responsible for the storage and retrieval of files and documents, and public business while maintaining the highest level of discretion and confidentiality
  • Researches and compiles complex, sensitive, and/or confidential data and documents, demanding a comprehensive subject matter expertise across a wide array of legal issues, specific laws, and statutes.
  • Organizes and prepares briefs, indexes, records etc. for hearings with Circuit Court and other administrative agencies; researches and remains up to date on 22nd Judicial District local rules, appellate, federal, 9th circuit, and bankruptcy court procedures and current law.  
  • Responsible for the County Telephone Directory updates; codification of County ordinances; and County Fee Schedule updates. 
  • Plans and coordinates administrative activities for the Legal Department including communications, announcements, meeting agendas, and scheduling of all calendars, events, and travel.
  • Submits requests for payments and deposits for office, e.g., office purchases, real estate sales, OLCC applications, and renewals etc.  Prepares accounts payables for payment submissions to the Finance Department, and monitors bills for appropriate charges and reimbursements.
  • Responds to inquiries, requests, and/or questions from the public, county employees, management, Department Heads, circuit court staff, businesses – companies – agencies, providing information about contracts, timelines, cases, and procedures.
  • Provides functional support to County Administrative office.  If necessary, assumes the role of Executive Assistant to County Court and/or County Court Secretary. 
  • Will Research property and land documents as required; maintaining and updating County-owned property for sale list, works with County Relator and title companies to verify documents, settle title issues, confirm Court agenda placement, notify GIS with regard to placing or removing property on website, and track time to receive reimbursement for time spent on each sale.
  • Performs periodic reviews of office procedures and systems for specific outcomes to improve efficiency.  Makes purchasing decisions and manages office inventory.
  • Serves as liaison between applicable support staff, internal departments, and the general public.

Competencies

  • Technical Capacity / Analytical Thinking / Problem Solving/ Strategic Thinking.
  • Teamwork Collaboration / High Social and Customer Service Skills
  • Time Management.
  • Communication Proficiency / Excellent Written Skills / Advanced Knowledge of English Grammar and Composition
  • Flexibility.
  • Ethical Conduct.
  • Initiative.
  • Highly Organized.      
  • Coordinate and Perform Complex Administrative and Legal Support Work.
  • Advanced Technology Skills, Legal Practices, Legal Office Functions, Rules, Procedures, and Terminology.
  • Proficient in E-filing.
  • Analyze and Interpret Complex Data and Legal Documents.

Supervisory Responsibility

This position has supervisory responsibilities over 0 employee.

Work Environment

This is largely a sedentary role; however some filing, lifting and carrying may be required. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit; stand; walk; lift; use hands to finger, handle or feel; and reach with hands and arms.  Ability to lift up to 25 pounds, twist, and bend.  

Position Type and Expected Hours of Work

This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m.  

Travel

Occasional travel is expected.

Required Education and Experience

  • High school diploma or equivalent, plus 6 years’ experience as a legal assistant under the supervision of a Bar member; or
  • Associates degree plus a minimum of 4 years’ experience as a legal assistant under the supervision of a Bar member; or
  • Graduation from an ARB approved course of study for legal assistants and/or paralegals, plus a minimum 2 years’ experience in an office environment progressively increasing secretarial/administrative responsibilities; or
  • Bachelor’s degree in a related field plus a minimum of 2 years’ experience as a legal assistant
  • Successfully complete a thorough employment and/or criminal history check.
  • Final candidates will be required to provide official proof of college degree and certified transcripts (not required for all positions).

Additional Eligibility Requirements

Safety Sensitive Requirements

  • This position is not considered to be a safety sensitive position

AAP/EEO Statement

  • This position is ‘at-will’, and either Crook County or the employee may terminate the relationship at any time with or without cause.
  • Crook County is an equal opportunity employer

Other Duties

  • Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this position.  Duties, responsibilities, and activities may change at any time with or without notice.