Office Assistant

Salary: $20.31 - $26.81 Hourly
Location : WI 53403, WI
Job Type: FULL TIME
Job Number: 2024-034
Department: Corporation Counsel
Opening Date: 03/19/2024
Closing Date: 4/2/2024 11:59 PM Central
Division: N/A
Job Summary
Provide administrative and clerical support to legal staff - including attorneys (Corporation Counsel, Principal Assistant Corporation Counsel, two Assistant Corporation Counsel II, and Assistant Corporation Counsel I), Legal Coordinator and Analyst, and Executive Administrative Assistant - in the Office of Corporation Counsel, and interfacing with clients (primarily Human Services and Sheriff's Office) and Clerk of Courts staff. Must have excellent communication skills and possess poise, tact, diplomacy, and interpersonal skills to handle sensitive and confidential situations while working in an environment with competing priorities and deadlines.
Essential Duties
Customer/Client Service and Teamwork

• Provide assistance to legal team whenever necessary to meet needs of the Office of Corporation Counsel.
• Organize and prioritize workload so as to most efficiently enable and facilitate team effort; foster professional, cooperative, and supportive relationships with peers, superiors, and clients.

Administrative Support

• Receive, place, and screen telephone calls.
• Conduct internet research as directed.
• Interact regularly with attorneys, executive leadership, Human Services Department, Sheriff's Office, and courts to facilitate highest possible legal support.
• Use word processing and document management software to prepare and revise, format, and finalize a wide variety of documents, including correspondence, memoranda, reports, and legal documents (e.g., opinions, briefs, civil pleadings, subpoenas, petitions and orders for all protective placements, guardianships and involuntary civil commitments).

File Maintenance

• Establish and maintain paper and electronic files utilizing CountyLaw/Cycom and other document/case management systems.

Professional Demeanor

• Exhibit professionalism by recognizing and adhering to all office policies, including attendance guidelines, dress code, security measures, and confidentiality requirements.
• Maintain positive, professional, courteous, and flexible demeanor when dealing with clients and colleagues.

Other Functions (this list is not exhaustive and may be supplemented and changed as necessary)

• Greet and assist customers, in person, by telephone, or other methods to provide information, answer questions or direct to appropriate staff.
• Schedule psychological examinations and hospital admissions.
• Perform data entry and update electronic files and databases.
• Organize and maintain files and file systems, scan documents, records and reports, copy materials, file paper and/or electronic information and distribute documents as necessary.
• Assist in tracking statistical data; research and prepare memoranda or project reports as assigned using Microsoft software.
• Follow and adhere to County policies, procedures and federal, state, and local regulations.
• Provide assistance to other support staff.
• Update manuals as needed.
• Other duties as assigned.

Supervision Received
Receives direct supervision from the Legal Coordinator and Analyst and project oversight from legal staff (Corporation Counsel, Principal Assistant Corporation Counsel, two Assistant Corporation Counsel II, Assistant Corporation Counsel I, Legal Coordinator and Analyst, and Executive Administrative Assistant).
Qualifications

• Sixty (60) credits of post secondary education in the secretarial or legal field and two (2) years of responsible office experience; OR High School Diploma or GED equivalent and three (3) years of responsible office experience.
• Experience supporting staff in corporate, legal, or professional services environment.
• Experience working with legal terminology and principles.
• Working knowledge of standard office equipment, including telephones, fax machines, keyboards, copiers, printers, scanners, shredders and department/division specific equipment.
• Working knowledge of computers and keyboarding needed to prepare routine/recurring documents, draft correspondence, and enter data including experience with Microsoft Word or comparable software.
• Type 50 net w.p.m. with 95% accuracy.
• Prompt and regular attendance.

Knowledge Skills & Abilities

• Knowledge of Wisconsin and Federal requirements for typing, preparation and filing of documents.
• Work cooperatively and collaboratively with others to achieve shared goals and objectives.
• Ability to work independently, make independent decisions and meet deadlines.
• Ability to effectively communicate orally and in writing, within the bounds of confidentiality, in a clear, concise, and timely manner.
• Ability to effectively find information using any and all governmental and non-governmental sources required.

This description has been prepared to assist in properly evaluating various classes of responsibilities, skills, working conditions, etc., present in the classification. It is intended to indicate the kinds of tasks and characteristic levels of work difficulty that will be required of positions that will be given this title. It is not intended as a complete list of specific duties and responsibilities. Nor is it intended to limit or in any way modify the right of any supervisor to assign, direct, and control the work of employees under his/her supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of a similar kind and level of difficulty.
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