General Statement of Duties Performs a variety of skilled administrative, legal, and office support work assisting the City Attorney in preparing and processing criminal and civil litigation cases and corporate law documents; performs related duties as required.
Supervision Received Works largely independently under the general supervision of the City Attorney. Prepares and maintains criminal files and filing system; enters all pertinent information on MCAPS, generates a report with summary information and case disposition, updates status of cases and adds case notes after court appearances. Assists victims by contacting CVCC, answering questions, assisting in preparing for trial, explaining the process and resources, preparing victim impact statements and affidavits of restitution. Assists prosecutors with victim/witness issues during investigative, pre-trial, and post-trial phases of a case. Prepares memos, letters, deeds, affidavits, authorizations, settlement agreements, purchase agreements, easements, orders for removal, motions to dismiss, notices of motions, motions for order or to show cause, release forms, petitions to enter a guilty plea, evidence requests, development agreements, contracts, vehicle forfeiture agreements, ordinances, resolutions and other documents that require considerable knowledge of department operations and the court process. Receives individuals and answers telephones, searches files and databases, and supplies information, determines nature of business, answers questions, or directs individuals to others where a considerable knowledge of law enforcement terminology, criminal and civil case processing and the court system is required. Processes routine and complex complaints and inquiries by explanation of policy, procedure or process, review of case files or referral to the City Attorney, where considerable knowledge of department operations and data practices issues are required. Receives, sorts, distributes, and files incoming and outgoing documents and messages received and performs related duties as required. Maintains a complex filing system, provides regular updates to other departments and agencies and updates computer databases. Operates office equipment including a networked personal computer with Microsoft Office Suite and programs such as MGA, eCharging, MPARC, iCrimefighter, Evidence Library, eFile and Serve, MCAPS, DMV, MSP and internal City systems. Prepares subpoenas, summons, and the probable cause and charging portions of criminal complaints for review by the City Attorney. Provides discovery to defense attorneys, Court services, BCA, victims, etc. and drafts requests for discovery documents. Coordinates and tracks the court process including creating or pulling files, tracking all actions and notifying all appropriate parties of court hearings and dispositions. Researches law enforcement reports and statutes to assist with preparation of court hearings and trials; summarizes and assembles facts, records, pleadings, exhibits and witness statements and maintains case status on MCAPS. Performs a variety of routine to highly skilled administrative support work including: data entry, transcribing tapes, developing forms and spreadsheets, preparing correspondence, sending and receiving faxes and emails, retrieving and filing documents, making copies, scanning, and making arrangements for meetings and conferences. May purchase department-specific office supplies and/or obtains from central location. Performs other duties as needed or required. Considerable knowledge of criminal and civil procedures and court processes. Considerable knowledge of a variety of software including Microsoft Word and Excel and specialized database software. Considerable knowledge of legal and law enforcement terminology and legal resources and forms used in criminal prosecution and the civil court process. Working knowledge of data practices related to civil and criminal law, the statutory rights of crime victims and the MCAPS database system. Considerable skill in operating standard office equipment including a networked personal computer with standard word processing and spreadsheet software and specialized database management software. Working skill in drafting complex legal and court documents and maintaining strict confidentiality. Considerable ability to organize and streamline processes and to ensure processes flow smoothly and in a timely manner. Considerable ability to communicate effectively, both orally and in writing, and to develop and maintain relationships with law enforcement and court staff, crime victims and witnesses and related agencies and organizations. Considerable ability to work independently, prioritize work and work under pressure while adhering to strict deadlines. Considerable ability to plan, coordinate, schedule and track multiple cases simultaneously. Considerable ability to be resourceful, detail -oriented, accurate and thorough. Considerable ability to research and analyze information and to prepare documents and case files. Considerable ability to maintain accurate records and a complex filing system. Considerable ability to sit for extended periods of time and to use fine motor skills to manipulate data while working on the computer. Considerable ability to see, read and understand written materials and computer screens. Considerable ability to maintain detailed, accurate, organized records. Working ability to bend, reach, push, pull and lift objects weighing up to 15 pounds. Ability to notarize documents.
Desired Minimum Qualifications Graduation from high school or GED equivalent with three to five years of specialized course work in general office practices, legal secretary or paralegal with extensive use of a personal computer and word-processing, spreadsheet and database management software to prepare detailed legal or court documents, or any equivalent combination of education, training and experience.
Special Requirements: Must become a notary public in the State of Minnesota within six months of hire.
