Legal Assistant I

Team Gilbert has an exciting opportunity for a Legal Assistant I to join the Town Prosecutor’s Office.  The Legal Assistant I position is an entry-level position that enters and prepares cases for prosecutor review, processes and responds to discovery requests, maintains case files, responds to call and emails, processes victim's rights notifications, orders supplies, and completes other assignments as assigned. This is a non-supervisory position that reports directly to the Prosecutor Administrative Supervisors. 

The ideal candidate is organized with an eye for details, has experience with legal case management, and is skilled in entering information and updating records in a database or computer system. This position requires someone who is great at multitasking and has interpersonal and technical skills. We're looking for someone to provide extensive customer service that often includes working with members of the public, police officers, and court personnel. Written and verbal communication skills are essential.
 
Essential Duties and Responsibilities

• Creates and maintains case files by obtaining police and other agencies' reports, forensic lab reports, and other information related to each case.

• Enters information into databases and tracks data; creates, updates and maintains basic spreadsheets and databases from established content.

• Run Arizona Criminal Justice Information System (ACJIS) and Motor Vehicle (MVD) history reports.

• Reviews and enters prior criminal history into case management system.

• Establish, organize and maintain filing systems; perform record keeping and maintain records and other department and program files for retention, handle and maintain sensitive and confidential information and records.

• Utilizes appropriate technology to gather, process, review, redact, and produce relevant responsive documents to public records requests or discovery in a timely manner.

• Redact all victim information in compliance with the Victim's Rights Laws on all reports.

• Provides immediate support to prosecutors’ inquiries.

• Follow-up on requests from prosecutors during arraignments for any defendants who are added to calendar. Follow-up on additional criminal history information, including criminal histories from Arizona and other states, driving histories from Arizona or from other states, whether a defendant is in custody or has been released.

• Responds to internal and external inquiries; tracks requests; provides necessary information.

• Communicates as a liaison between civilian witnesses, law enforcement and outside agencies witnesses as requested by the assigned prosecutor.

• Provide cross assignment coverage when directed by management.

• Contact witnesses, officers, and/or victims by phone when directed by Prosecutor and management staff.

• Operate a variety of office equipment including a computer; input and retrieve data and text; organize and maintain workload in advance.

• Wait on the general public, providing routine and general information on departmental and City policies and procedures, regulations, systems, and precedents relating to area of assignment; issue, receive, and process various forms; screen mail and telephone calls and respond to and resolve routine complaints and issues; refer remaining issues to appropriate department personnel.

• Maintain inventory of office supplies and other publications as directed, order stock when necessary.

• Attends legal training as provided to increase knowledge base in criminal justice field.

• Perform related duties as assigned.

When assigned to Legal Support:

• Enters data, review databases, and retrieves information.

• Ensures new cases are properly entered into the case management system and ready for prosecutors' review.

• Process formal submission of court filings and monitors, indexes and files information in both paper and electronic forms.

• Prepare Court Docket for attorneys and ensure all files are ready for hearings.

• Maintains, monitors and disseminates all state mandated Victims' Rights Notifications and follows up on status and locates accurate address for returned mail; inputs new cases; notifies victim(s) to provide updates and general information on their cases including both pre- and post-conviction notifications.

• Check system generated reports for quality assurance.

• Perform cross assignment coverage and other duties as assigned.

• Act as backup coverage as needed.

When assigned to Disclosure:

• Process discovery requests including the preparation of disclosure statements and lists of witnesses and exhibits.

• Order certified copies of prior orders of protection, orders of conviction from prior cases and other documentation as needed from other jurisdictions.

• Orders blood packets from outside agencies.

• Request AXON Digital Evidence from police departments.

• Obtain daily arraignment list, and daily prisoner lists and have complete by start of each In-Custody docket. Run and/or update criminal histories and add new court dates for cases coming out of warrant status.

• Check system generated reports for quality assurance.

• Perform cross assignment coverage and other duties as assigned.

• Act as backup coverage as needed.

At Team Gilbert, we hire innovative, forward-thinking problem-solvers who love what they do!

MINIMUM QUALIFICATIONS:

• High School Diploma or equivalent (G.E.D.)

LICENSING/CERTIFICATIONS:

• Valid AZ Driver's License.

• DPS Level B Terminal Operator Certification within six (6) months.

KNOWLEDGE OF:

• General office practices and procedures.

• Assess customer needs and apply customer service principles in a courteous and effective manner.

• Legal terminology; court record keeping procedures and organization and maintenance of manual and electronic filing systems for easy retrieval of information; operate a personal computer and related software or programs.

• Present a positive public image and maintain effective working relationships with other town employees, outside agencies or professionals and the public including maintaining a professional demeanor during stressful situations.

SKILLS IN:

• Electronic case management system.

• Communicating effectively, verbally and in writing.

• Establishing professional working relationships with internal and external customers.

• Multi-tasking.

• Critical Thinking.

• Organization.

• Attention to Detail.

• Technology Skills.

• Interpersonal Skills.

• Decision Making.

• Ethics and moral values.

PHYSICAL DEMANDS AND WORKING CONDITIONS:

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
 
 This position may require balancing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing, seeing, and repetitive motions.
  

Equal Opportunity Employer

The Town of Gilbert provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics.  In addition to federal law requirements, the Town complies with applicable state and local laws governing nondiscrimination in employment.  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.