State of Washington Classified Job Specification
LEGAL OFFICE ASSISTANT
Class Series Concept
Positions in this series perform a variety of technical legal work ranging from basic assignments to expert legal support responsibilities. In addition, positions in this series differ from the Office Assistant, Secretary and Administrative Assistant series by performing legal support functions in a legal or judicial setting or by providing legal support and assistance to attorneys, administrative law judges, industrial insurance appeals judges, review judges or equivalent.
In a legal or judicial setting, performs general clerical work and basic technical legal assignments.
Performs general clerical duties such as: receive and screen clients and the public by phone and in person and directing them to the appropriate resources.
Positions in this class are distinguished from the Office Assistant series as they also perform basic technical legal assignments such as: route legal service documents to the proper authority; perform case docketing functions; perform data entry into legal databases; prepare basic legal correspondence requiring knowledge of legal terminology, policies and procedures.
Receives service of legal documents and routes to the appropriate party;
Performs delivery/messenger services such as serving and filing legal documents and obtaining signatures in order to meet critical deadlines;
Processes and routes incoming and outgoing mail and other special deliveries distinguishing between legal and general correspondence/documents;
Monitors division electronic mailboxes per agency and division protocols and policies;
Receives and screens clients and the public by phone and in person; assists with answers to basic or routine questions; directs them to the appropriate resources;
Sets up new case files and maintains according to office procedures;
Processes basic or routine legal documents and general correspondence for cases and claims;
Assists scheduler in exporting, setting up and coordinating dockets;
Photocopies and scans documents ensuring exact duplication of originals;
Numbers and assembles legal documents, evidence, exhibits and other materials as directed;
Performs data entry functions and retrieves documents from legal databases;
Prepares and processes vendor, travel or expense vouchers and expert agreements in conformance with agency-established coding system and fiscal procedures; makes travel arrangements and vehicle reservations; schedules vehicles for maintenance;
Processes paper and electronic documents/records in accordance with established office policy and in compliance with the state and agency archive and records retention schedules;
Maintains inventory and tracks supplies following office protocols and procedures;
Schedules and prepares conference rooms for meetings;
Updates legal library books and subscriptions as needed;
Copies and/or prints information from hearing tapes, CDs or flash drives;
Performs other duties as assigned.
Knowledge and Abilities
Knowledge of: basic knowledge of current legal office practices, methods and procedures; keyboarding; English grammar, vocabulary, legal terminology, spelling and punctuation; basic arithmetic; knowledge of common software programs used in a legal office for word processing, data tracking, and calendaring.
Ability to: independently perform complex clerical tasks; demonstrate reliability and a desire to learn new skills; understand and carry out oral and written instructions; understand procedures, manuals, policies and guidelines; exercise good judgment when initiating processes, actions, and alternatives within established procedures, policies, and local practice; ability to learn general goals and understand the purpose of departmental services and operations; establish and maintain professional and respectful work relationships with co-workers, clients and the general public; communicate effectively verbally and in writing; demonstrate professionalism at all times; learn and perform assigned entry level legal technical tasks and routines; maintain confidentiality of restricted information; enter and retrieve data accurately; use standard office equipment and software programs.
For the Office of the Attorney General:
High School diploma or equivalent and two years of clerical experience including a minimum of six months of experience in a legal office environment.
For other state government employers:
High School diploma or equivalent and two years of clerical experience including a minimum of six months of experience in a legal or professional office environment; e.g., a medical records, court clerk, bank or accounting firm office
One year of legal office experience
A combination of two years of college education and/or relevant experience.
Note: Candidates may be required to demonstrate skills in keyboarding, filing, proofreading, grammar, spelling and use of office equipment through agency specific skills testing.