01/07/2006 07010

LEGAL ASSISTANT 1

DEFINITION: This is legal clerical work in the review, analysis and processing of legal documents or the provision of legal secretarial and staff support to attorneys.

Employees in this job perform entry level work in the review, analysis and processing of complaints, appeals, enforcement actions, applications, rulings, decisions, transactional documents, or other legal documents. Employees are instructed in and perform the review of legal documents for compliance with applicable laws, regulations or terms of financial assistance or agreements; and develop preliminary recommendations for further action. Employees in this job may also perform a variety of legal secretarial and staff support work including word processing and formatting of legal documents from written or dictated sources, preparing trial and hearing materials in appropriate formats, drafting responses to routine inquiries, drafting contracts and transactional documents, maintaining legal files, maintaining dockets, entering cases in an electronic database and tracking due dates for attorneys, verifying citations, utilizing electronic databases or library resources to obtain copies of statutes and regulations, and filing legal documents with various courts, prothonotaries, and agencies. This work typically involves handling sensitive and confidential matters consistent with attorney-client privilege. The review of legal documents for compliance with applicable laws, regulations, or funding requirements is subject to considerable guidance and close supervision initially and upon introduction of new or unusual assignments. As experience is gained, reviews of a routine nature may be conducted independently. Legal secretarial and staff support work is performed with considerable independence under the direction of a higher level supervisor or attorney who reviews the work for timeliness, accuracy, correct formatting, and adherence to procedural and other legal requirements.

EXAMPLES OF WORK: Assists in the review and analysis of recommendations, complaints, appeals, rulings or decisions for consistencies with the laws and regulations governing a specific regulatory program of the Commonwealth.6

Gathers information related to legal and regulatory requirements through research and investigation as instructed.

Reviews routine enforcement actions to ensure compliance with departmental regulations, proper application of law, adherence to procedure and appropriate documentation of evidence of violations.

Prepares briefs, motions, pleadings, contracts, reports, court filings, and other legal documents in appropriate formats for various court and administrative proceedings and transactions using word processing software.

Proofreads and corrects drafts for grammar, spelling, punctuation, format, syntax and legal citation.

Prepares standard legal forms such as no show orders, certifications of documents, transactional documents and subpoenas.

Provides hearing or trial support by reviewing files and assembling exhibits.

Assists in transactions settlements, closing and amendments by collecting or preparing routine supporting documentation.

Schedules hearings and appointments, makes travel arrangements for attorneys and coordinates attendance at conferences, classes and seminars.

Writes responses to routine inquiries for signature by the Chief Counsel or other attorney.

Maintains case tracking and other legal information using electronic databases.

Advises attorneys of important due dates and upcoming trial, settlement, closing and hearing commitments.

Processes and files documents with appropriate courts or quasi-judicial bodies in accordance with the specific procedures of each entity.

Utilizes electronic databases or library resources to obtain copies of cases, statutes and regulations for attorneys.

Shepardizes citations and utilizes research tools such as LexisNexis.

Opens, logs and distributes incoming mail.

Handles telephone calls from courts, clients, opposing counsel, agency staff and the general public.

Maintains legal office files and law library.

Performs related work as required.

REQUIRED KNOWLEDGES, SKILLS, AND ABILITIES: Knowledge of business English.

Knowledge of appropriate format and composition of business letters, reports, minutes of meeting, charts, memoranda.

Ability to read, comprehend and interpret laws, rules and regulations.

Ability to gather, organize and analyze factual information.

Ability to learn to apply legal and regulatory standards.

Ability to learn and apply legal office procedures and practices.

Ability to learn and use legal terminology.

Ability to learn the proper format and composition of briefs, pleadings, transactional and other legal documents.

Skill in using a standard computer keyboard.

Ability to research legal procedures to ascertain proper formats of documents and protocol for submission of documents including court filings.

Ability to express ideas clearly and concisely, both orally and in writing and to compose routine correspondence.

Ability to follow oral and written instructions.

Ability to establish and maintain effective working relationships with fellow employees and the general public.

Ability to use information technology tools and software in a Windows/Microsoft Office environment.

Ability to use a personal computer to produce correspondence, memoranda, reports and other standard business documents.

Ability to prepare documents in prescribed legal formats.

Ability to proofread materials, recognize errors and make corrections.

Ability to use discretion and judgment in dispensing information and referring and directing callers and visitors.

MINIMUM EXPERIENCE AND TRAINING: Three years of responsible clerical, enforcement or investigative work;

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An equivalent combination of experience and training.