Pay Range GC20
This classification performs advanced level legal assistant responsibilities and has responsibility for organizing and managing a legal office including selection, supervision, training and evaluation of support staff. Manager performs technical legal assistant research and drafting of legal documents; serves as liaison to the Courts regarding ongoing changes in Court practices regarding dependency and delinquency cases; coordinates with other department units for efficient processing paperwork and a smooth work flow of department business. Manager is member of department leadership team, representing department in statewide meetings.
EXAMPLES OF PRINCIPAL DUTIES
(Duties assigned to this classification include, but are not limited to, the following examples.)
1. Assume responsibility for managing the support services unit of the Juvenile Department, including liaison between the department and the Courts, other agencies around the state, providing information to the public that requires knowledge of ORS statutes and department policy and procedure; process confidential documents including personnel records and department payroll.
2. Supervise and coordinate work activities of support staff; offer assistance as needed. Ensure work is in compliance with appropriate regulations. Assume accountability for work performed within the unit. Is involved in selection, training and evaluation of staff. Establish and interpret policy and procedure and determine sequence of procedural steps to move legal paperwork through the department in a timely manner. Monitor work progress to ensure timely completions in accordance with court and statutory time frames. Create and update legal documents and other forms used by department. Develop, establish, maintain and oversee departmental routines and office procedures, computerized systems and files to ensure smooth office operations. Prepare department recruitments, facilitate interviews.
3. Principal legal assistant to department. Work with deputy district attorneys and juvenile counselors in creating, typing and filing documents with the Court. Maintain electronic directory of forms used by department staff.
4. Draft and independently prepare initial legal documents, petitions, summons, subpoenas, motions, affidavits and other legal material from brief, verbal instructions, notes or experience and research. Schedule hearings with docket clerk. Create and oversee department Court docket; monitor docket for correct entries. Oversee expunction of juvenile records.
5. Serve as a member of the department operations team. Represent the department as a member of state-wide committees.
6. Serve as notary public for the department. Fill in for administrative staff when absent.
KNOWLEDGE, SKILL AND ABILITY REQUIRED OF THIS POSITION
Knowledge of: Thorough knowledge of legal office practices, procedures, documents, terminology, phrases; thorough knowledge of business English, grammar and composition; through knowledge of practices, procedure and policies of a legal office in the public sector and its relationship to courts, public and attorneys. Skill in: Use of automated equipment; preparation and interpretation of legal documents; taking and transcribing dictation. Ability to: Communicate effectively in oral and written form; develop, improve and implement office procedures, forms, systems; independently conduct departmental research and prepare legal documents and correspondence; plan, organize and supervise the work of support staff; establish and maintain records and statistical data; make decisions independently in accordance with established policies, establish new procedures when applicable, and use initiative and judgment in completing tasks and responsibilities; adjust to priority changes, remain calm and use good judgment during confrontational or high pressure situations; efficiently organize time and meet established deadlines; courteously meet and deal effectively with other employees, Courts, attorneys, agency officials, clients, families and the public.
Education, experience and training: Five years experience of a progressively responsible nature, two of which must have been in a public or private law office, which includes supervisory experience OR a satisfactory equivalent combination of education, experience and training.
SUPERVISORY CONTROLS OF THIS POSITION
Work is performed under the general direction of the juvenile services director. Recurring routine assignments are independently performed by employee on basis of past experience. The employee receives general instructions regarding the scope and approach to projects or assignments, but procedures and problem resolution are left to the employee's discretion and interpretation. Employee estimates and manages time efficiently. Work is reviewed periodically to ensure determinations and decisions made are in compliance to department policy and procedures.
Work is performed within departmental policy and procedures, federal, state and county statutes, rules, regulations and ordinances; court regulations and procedures; criminal and civil codes; numerous legal reference materials and manuals; various professional handbooks. The employee uses seasoned judgment, initiative and experience in independently interpreting and applying guidelines and contributes to modifications of existing guidelines by recommending changes or adapting guidelines to problems encountered.
PHYSICAL DEMANDS AND WORK ENVIRONMENT
Regular and consistent attendance is required. Works in an office environment; work is generally sedentary; however, may require bending, hearing voice conversation, keyboarding, kneeling, lifting up to 50 pounds, pushing, reaching, standing and walking.