Legal Services Coordinator/Confidential Legal Secretary
Job Summary:
This position performs various legal administrative, secretarial and managerial duties to support the operations of the Corporation Counsel’s Office. All duties and responsibilities are performed under and subject to, the direction of the Corporation Counsel.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
1. Performs a variety of managerial and confidential legal secretarial work including, but not limited to; composing written correspondence and legal documents such as resolutions and ordinances, deeds, contracts, pleadings and briefs; creating/managing office files and maintaining records; keeping track of court deadlines, hearings and correspondence; and generally managing the daily operation of the Corporation Counsel Office.
2. Responsible for the eFiling of all court cases and documents for CHIPS, JIPS, Mental Commitments, Guardianships, Truancy Citations, Zoning Septic Citations, Zoning Ordinance Matters and Public Health Ordinance Violations.
3. Maintains strict confidentiality regarding Corporation Counsel’s Office records and operations.
4. Serves as Office spokesperson on initial public inquiries, by telephone and in person, for entire scope of office services, requiring an in-depth understanding of the services provided.
5. Maintains calendars for assigned Attorney(s) to ensure no scheduling conflicts and to inform attorney(s) of court-imposed deadlines.
6. Drafts a variety of complex documents associated with the Corporation Counsel’s Office, specifically involuntary commitment petitions and related documents, guardianship and CHIPS proceedings, truancy proceedings, court notices and a wide variety of other legal documents for all types of civil proceedings.
7. Distributes court pleadings to outside counsel, other parties and County Departments involved in the action.
8. Communicates with court staff to schedule court appearances, works with attorneys assembling documents and exhibits, monitors pending cases to meet deadlines and avoid default in filing pleadings.
9. Communicate regularly with hospital Social Workers, Doctors and the Human Services Department regarding Chapter 51 open cases, schedules transports, Doctor and witness testimony for Chapter 51 hearings.
10. Reviews and analyzes case files to determine appropriate action.
11. Manages an efficient eFiling process by verbally communicating with the Department of Human Services, Zoning Department, Public Health Department and Vilas County School Districts.
12. Performs the most complex administrative and legal secretarial activities which may be highly confidential.
13. Privy to and involved with the Corporation Counsel’s work on labor relations issues such as grievances, contract interpretation, preparation for collective bargaining, disciplinary issues and other personnel matters of a confidential nature.
14. As Office Manager, makes recommendations for improving efficiency of existing operations.
15. Serves as Administrator of the Ordinance Page of the County website, by updating County Ordinances and Ordinance Amendments adopted by the County Board. Maintains electronic Ordinance files by updating when Ordinance Amendments are made.
16. Establishes and revises forms, procedures, formats and standards for office correspondence and transmits privileged information.
17. Conducts legal research utilizing both written and electronic sources.
18. Manages and tracks the attorney’s opinion requests from Department heads to ensure they are answered in a timely manner.
19. Manages and updates the written eFile process and Juvenile Court Mail List as necessary.
20. Assists the Corporation Counsel in annual budget preparation, preparing invoices to pay office expenses as necessary, ongoing management of Office’s budget, ordering and purchasing of Office supplies.
21. Serves as Notary Public.
22. All other duties as assigned.
WORK REQUIREMENTS AND CHARACTERISTICS:
A. Education/Knowledge:
2 Year College Degree – Required
4 Year College Degree – Preferred
B. Required Work Experience:
In addition to Education – Three years’ minimum experience as a legal secretary or any combination of legal education and management experience that provides the knowledge, skills and abilities necessary to perform the duties of the position. Previous experience working in the civil legal system or in a related setting is preferred.
ESSENTIAL SKILLS REQUIRED TO PERFORM POSITION:
• Knowledge of modern office practices and procedures, terminology and equipment.
• Knowledge of the rules, regulations, policies and program procedures of the Corporation Counsel’s Office, including Wis. Stat. Chapters 48, 51, 54, 55 and 59.
• Ability to manage the operations of a legal office and work independently in establishing or adapting work procedures to new situations and in performing varied tasks to conserve time for the Corporation Counsel.
• Ability to manage the office and make sound judgments and decisions during the absence of the Corporation Counsel.
• Ability to type 45 wpm minimum.
• Ability to compile, analyze, record and assemble data and information in a meaningful and effective manner.
• Acute attention to detail with emphasis on grammar, punctuation, and spelling skills.
• Ability to establish and maintain effective working relationships with a wide variety of people including attorneys, psychiatrists, psychologists, physicians, health care industry staff, Human Service Center staff, County Board Supervisors, County Department Heads and employees, other Government Officials and members of the public.
• Must be able to work cooperatively with sometimes difficult people. Ability to perform job duties accurately and effectively without constant supervision or any specific assignment.
Vilas County requires that all applicants fill out our application. It can be found on our website at www.workforvilascounty.com
Deadline Note: