Legal Receptionist

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    CROOK COUNTY EMPLOYMENT APPLICATION

  1. EMPLOYMENT DESIRED

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Department:     District Attorney

Reports To:       Office Manager

Classification:   Non-Exempt

Salary:  $13.89 - $16.60

Position Close Date:  June 20, 2018

Summary

Under the direct supervision of the Office Manager, the Legal Receptionist provides clerical support for the District Attorney’s office, including Support Enforcement.  These duties include telephone and counter reception, using a computer to enter and retrieve confidential data, sorting mail, and faxing information to attorneys or community partners.  This position is also responsible for doing probation checks, contacting outside agencies to get non-compliance affidavits for probation cases as needed.  This position is also responsible for filing paperwork, locating and routing files, printing court dockets and pulling/preparing files accordingly, and making required photocopies.  The Legal Receptionist is also responsible for reconciling petty cash and ordering supplies on a weekly basis. The Legal Receptionist is the liaison between the DA’s office and the Juvenile Department and will perform juvenile case and project management. This position will assist lawyers by doing the organizational work for cases, such as filing, tracking status of matters, and document production.  The Receptionist performs legal assignments under supervision of the Office Manager requiring some paralegal experience, skill and knowledge.

Essential Job Functions

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

  • Must have ability to form and build good working relationships with co-workers, supervisor, and the general public.
  • Keeps current with trends and developments related to essential job competencies.
  • Answer and screen telephone calls, refer calls to appropriate attorney or paralegal, and/or take detailed messages.
  • Act as receptionist to the public, attorneys, law enforcement agencies and community partners, providing proper information to the public.
  • Prepare court docket, locate and maintain legal files and prepare the files for court.
  • Receive process and route correspondence.
  • Process, file and/or deliver legal documents as directed.
  • Data entry of confidential police reports for attorneys to review for charging decisions.
  • Scanning and organizing files into the computer system, uploading documents into appropriate electronic files 
  • Maintain confidentiality of files.
  • Receive mail and date stamp all received mail, sort and disperse to the assigned paralegal.  Process outgoing mail and track the postage amount for Support Enforcement purposes.
  • Balance petty cash on a weekly basis, including all online payments, making deposits and reconciling the cash box.
  • Order all supplies needed to run the District Attorney’s office appropriately. 
  • Provide general clerk/receptionist support, as directed by the Office Manager.
  • Perform heavy data entry including entering police reports.
  • Assists attorneys with juvenile trial preparation and may attend trial. Organizes exhibits, files, and other supporting documents.
  • Contacts witnesses to arrange for attendance at meetings, conferences, depositions, hearings and trials, and when necessary, arranges for service of subpoenas.
  • Create, organize, update and maintain files, research files and locate information for active cases, be the liaison between the DA’s Office and the Juvenile Department.

Competencies

  • Flexibility.
  • Communication Proficiency.
  • Collaboration Skills.
  • Customer/Client Focus.
  • Technical Capacity.
  • Ethical Conduct.
  • Diversity Awareness.
  • Emotional Intelligence.

Supervisory Responsibility

This position has no supervisory responsibilities.

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 20 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

No travel is expected for this position.

Required Education and Experience

  • Must have Notary Certification or be able to complete within 90 days of employment.
  • Must be able to complete E-Filing training within 90 days of employment.
  • High School diploma or the equivalent.
  • Minimum of 2 years office experience

Preferred Education and Experience

  • Minimum 1 year experience in a legal setting

Additional Eligibility Requirement

  • Able to 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).

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 job. Duties, responsibilities and activities may change at any time with or without notice.
Location: Prineville, OR
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Apply at: https://crook-county.hiringthing.com/job/73451/legal-receptionist