Senior Specialist-Systems Support

Job Summary

"Maintains a wide variety of responsibilities and accountability for the operational and administrative activities of day-to-day business operations for the Scott County Attorney’s Office. Performs a multitude of highly responsible and pivotal office duties requiring the exercise of independent judgment in directing, organizing, and implementation. Independently performs a variety of complex legal administrative duties and oversight of office systems support in the fast-paced office of the County Attorney with minimal direct supervision to include making critical, independent decisions that affect public safety based on a thorough knowledge of criminal and civil law through training and experience and which are in accordance with established laws. Drafts, composes, and assembles legal documents, including criminal complaints and pleadings. Provides support to attorneys in preparation for hearings, trials, and meetings. Prepares evidence, court documents, notifies witnesses and coordinates their testimonies at hearings and trials, and assists in the courtroom. Continuous contact is maintained between law enforcement agencies, Court Administration, Community Corrections, the general public, defense attorneys, defendants, and outside customers relating to criminal and civil matters. Organizes tasks and maintains case files. Ongoing collaboration and cooperation with other counties and agencies within and throughout the State of Minnesota. Must also have a willingness to adapt to changing laws, criminal and civil procedures, and technology as they relate to the successful and efficient operation of the County Attorney's Office."

Job Description

ESSENTIAL DUTIES

• Organizes and trains all County Attorney employees on MCAPS and other necessary software programs and office equipment for the proper performance of their job duties.  

• Responsible for continuing training, mentoring, and education on systems updates, enhancements, troubleshooting, and implementing solutions to all problems that arise.

• Coordinates, communicates, and provides work direction on a daily basis with all staff, as well as trains all new Senior Legal Assistants in the Adult and Juvenile Criminal Divisions.

• Cross trains administrative staff in a variety of other areas (e.g., forfeitures, child protection, commitments, and child support matters).

• Provides paperless training and other trainings to attorneys and support staff with assistance from attorneys and the Office Coordinator.  

• Serves as a liaison with the Business Relationship Director (BRD) on projects and implementation of new software and business equipment and provides technical advice and direction to the entire County Attorney’s Office.  Also serves as the SW representative and Membership Chair for MCAPS, representing the Scott County Attorney’s Office.

• Participates in and represents the County Attorney’s Office on committees, task forces, or other projects as requested and/or required.

• Provides direct administrative support to the Office Coordinator, as well as organizes and manages special projects as assigned by the Office Coordinator and/or other supervisors in the Office.

• Assists attorneys, supervisor, Chief Deputy, and/or County Attorney as needed in computer management, operating various office equipment, and various software programs (e.g., Microsoft Office, MCAPS, Minnesota Criminal Information System [MNCIS], Bureau of Criminal Apprehension [BCA] Suspense File, Department of Vehicle Services [DVS], Statewide Supervisor, e-filing, and Minnesota Government Access [MGA]).  

• Composes legal documentation, including correspondence, opinions, briefs, contracts, affidavits, motions, dismissals, formal complaints/petitions, warrants, court orders, summons/subpoenas, settlement agreements, plea agreements, writs, transport orders, extradition paperwork, and commitments for approval by the attorney.  

• Provides legal administrative assistance and support to attorneys, maintaining confidentiality of highly sensitive information related to legal cases.   Due to providing direct support to the County Attorney and the Chief Deputy, this position requires even more discretion, independence, and complex decision-making due to the heightened sensitivity of information and challenges presented with the legal issues and cases.

• Serves as back-up to Senior Legal Assistants and Paralegals during leaves and/or absences from the office.

• Manages the Adult Diversion program which includes processing credit card payments and monitoring payments and making sure that the terms of the Diversion Contract are being met.

• Monitors and collect unpaid court fines.

• Evaluates and has a good understanding of time-sensitive information to assist attorneys in the determination of the appropriateness for legal action. Must maintain a high level of vigilance when charging cases, keeping track of any inconsistencies in criminal histories and convictions, aliases of defendants, current active case files, and any other relevant information that could have a negative or positive impact on a case.  

• Prepares case file paperwork in a timely manner to bring a case to court, which includes composing letters, compiling discovery, ordering certified convictions and related documents; securing police reports; and sending out notices and reports in compliance with state law to defense attorneys, defendants, police officers, and other witnesses.  

• Opens, sorts, and reads incoming correspondence, answers routine and non-routine letters as authorized by attorney, and proofreads and signs outgoing letters which do not require the attention of an attorney. Reviews hearing notices for accuracy and communicates with Court Administration regarding inaccuracies. Oversees receptionist entries in database to guard against errors in data entry.  

• Handles calls, faxes, and emails from law enforcement requesting administrative subpoenas. Prepares and submits subpoenas. Fields questions regarding whether information can be subpoenaed or not. Searches the National Consortium for Justice Information and Statistics for appropriate authority for submission of subpoenas.  

• Handles electronic case filing with the United States District Court on both criminal and civil cases. Keeps apprised of proper procedures and passwords.  

• Responds to telephone calls from the general public. May respond to routine questions regarding office and district court procedures and refers inquiries as necessary.

• Deals with data practices issues so improper information is not disclosed to the wrong people/parties.  

• Reviews and opens all new felony files and assigns to attorney for review of charges. Compiles trial notebooks and organizes case files for use at trial. Appears at trials or other court proceedings to assist attorneys in referencing and accessing pertinent case documents and to assist with witness and evidence coordination. Gives attorney feedback on openings, closings, and juror responses. After trial, prepares and sends the jurors the juror questionnaire.  

• Attends and participates in various meetings, including regular tips and tricks meetings to explore new ways of doing processes and procedures, as well as new computer applications. Assists in maintaining productive and proficient workflow, consistency in performance of duties, increases speed with precision in carrying out duties, and encourages camaraderie. Attends various trainings/webinars to learn about new updates and becoming involved in the development and/or other committees as assigned by the Office Supervisor.  

• Maintains prosecutors' calendar, files, and fields telephone calls. Back-up for daily court calendar which includes verifying hearings on the calendars and scanning to the office.  

• Searches for and provides driver's license information, criminal history, and any other pertinent information to help attorneys make well-informed charging decision.

• Reports criminal history suspense files to supervisor.  

• Develops forms for case management program. Maintains database. Files documents in files for future reference.  

• Reviews and assigns follow-up emails in LETG to assigned support staff; back-up for Jail Roster and organizes bail hearings, inputs file into intranet on non-MCAPS (Minnesota County Attorney Practice System) bail hearing files and assigns to bail attorney.  

• Reviews current criminal procedures and implements changes to paperless procedure; drafts documentation showing new process structure.  

• Works on cases under stressful conditions that are time sensitive and have strict legal deadlines.  

• Makes duplicate audio and video CDs for discovery purposes.  

• Develops long-range plans for the overall effectiveness of the office.  

• Manages office equipment inventory and assigning WFH equipment to new employees.  Works with IT department on the planning and implementation of the rollout of new equipment. 

• Develops and modifies office policies and procedures as processes are implemented and keeps the Adult Criminal Senior Legal Assistant manual up to date.

• Maintains the County Attorney’s Office CJIS Policy handbook and cooperate with any BCA audits and compliance issues. Holds the BCA title Local Area Security Officer (LASO) for the office and keeps up with any audits and trainings related to the position. Relays BCA policy changes that would affect the office.

• Serves as liaison with the Business Relationship Manager (BRM) on projects and implementation of new software and equipment and provides technical advice and direction to members of the office. Troubleshoots computer/software problems for the office.

• Works the hours and/or shifts assigned and begins and ends work on time.

• Performs other duties as required or assigned.

MINIMUM QUALIFICATIONS

Requires:

• Equivalency of high school diploma and five years' experience in the legal field OR
• Legal secretarial certification and a minimum of three years' experience in the legal field OR
• Legal secretary program and five years' experience in the legal field. 

A reliable form of transportation for the performance of work responsibilities is required.

PREFERRED QUALIFICATION(S)

MCAPS, MNCIS, and/or BCA Criminal History/Suspense File training desired.

SUPERVISORY CONTROLS

The employee is under the general guidance and direction of the Attorney's Office Supervisor. With latitude for independent judgment, work is performed according to established procedures and verbal and written instructions from the supervisor. Work is reviewed by the supervisor and/or attorneys for accuracy and adherence to office procedures.

CORE COMPETENCIES AND ABILITIES
Customer Service - Delivers government services in a respectful, responsive, and solution-oriented manner.

Communication - Is always clear about what we're doing and why we're doing it.

Collaboration - Works with partners – communities, schools, faith groups, private business, and non-profit agencies – to see that services are not duplicated but rather are complimentary, aligned, and provided by the partners who can deliver the service most effectively.

Stewardship - Works proactively to make investments, guided by resident input, which will transform lives, communities, and government.

Empowerment - Works with individuals and families to affirm strengths, develop skills, restore hope, and promote self-reliance.

Resiliency - Fosters public preparedness and responds when families and communities face health and safety emergencies.

Innovation - Takes informed risks to deliver services more effectively and learns from successes and failures.

Knowledge - Knowledge of legal administrative practices including legal terminology, documents, forms, and procedures.

Knowledge of policies, practices, and services of the office.

Knowledge of proper business English, spelling, punctuation, and grammar.

Abilities – Ability to establish and maintain effective working relationships with attorneys, employees in other offices, and the public.

Ability to exercise initiative and independent judgment in the completion of legal clerical support assignments.

Ability to work independently in the absence of specific instructions.

Ability to communicate clearly and effectively.

Ability to make decisions in accordance with laws and policies.

Ability to obtain, organize, and analyze legal documents to determine applicability to a particular case.

Ability to organize, index, and track files and documents.

Ability to use MS Office software for the performance of essential duties.

Ability to use appropriate discretion in dealing with matters of a confidential nature.

Ability to multi-task in an office with changing priorities and periods of high stress.

Ability to deal with time constraints and deadlines.

WORK ENVIRONMENT AND PHYSICAL DEMANDS
Typical characteristics of the regular, ongoing work environment of this position requires inside work, typically in an office setting. The position is multi-task oriented and includes periods of stress when balancing multiple and varied needs/demands of services.

Physical activities include sedentary to light work: Reaching, sitting, standing, walking, pushing, lifting, pulling, fingering, grasping, feeling, stooping, talking, hearing, seeing, and repetitive motions. Lifts and/or navigates up to 35 pounds on a routine basis in handling files and equipment necessary for performing the essential duties of the job.

SELECTION PROCESS

Selection for this position will be based on a minimum qualifications screening and rating of training and experience. Top candidates will be forwarded to hiring manager or supervisor for consideration for interview and/or additional assessments. Final selection will include a background check and approval by the County Board.