Legal Assistant - Legal (Finance)

NOTICE TO APPLICANT
This position will remain open until filled.

You must ensure your application reflects the correct and current information for your work experience, hours worked per week per position, education, personal information, etc.

Only the information provided on this application is evaluated when determining compensation.

**An assessment will be administered for this position**

Job Description

PURPOSE SUMMARY.

Provide legal and administrative support under the direction of county attorneys and/or lead paralegal. The role involves preparing legal forms, maintaining case records, and interacting with clients, court and outside counsel.

ESSENTIAL DUTIES.

1. Legal Case Support

• Prepare legal correspondence, routine notices, and standardized forms based on written or verbal instruction.
• Gather and coordinate personal information and supporting documents for case development or defense.
• Maintain legal records and case tracking systems, including follow-up records and supporting documentation.
• File legal documents with courts and ensure timely and proper documentation of case actions.
• Proofread legal and administrative documents.
• Serve as a communication liaison between County departments and attorneys regarding legal matters and administrative updates.
• Assist with calendaring of court deadlines and coordinate scheduling according to procedural timelines.
• Follow up with paralegals and attorneys to ensure deadlines are met.
• Assist with preparation of agenda for Board of County Commissioners (BOCC) meetings, including review of wording and attached documentation, following up with departments and commissioners.
• Notarize documents, as needed.

2. Administrative and Office Support

• Assist in maintenance of all Legal Department records.
• Provide administrative support to Legal Department operations.
• Serve as initial point of contact for phone, email, and in-person inquiries.
• Perform general office support duties.
• Order, track, and organize office equipment and supplies for department use.
• Assemble documents and materials for court or presentation.
• Drive to courthouses and legal offices to deliver or receive legal documents, and perform departmental errands as needed.
• Assist in coordinating, assigning and reviewing IPRA requests.

3. Budget and Financial Coordination

• Collaborate with the Budget Office and County Legal Counsel to prepare the annual budget.
• Assist in preparation, development and tracking of departmental budget.
• Process invoices for payment and submit documentation to Finance.
• Communicate with Finance to ensure payment processing.
• Update County Legal Counsel on budget status regularly.
• Assist with gathering and supplying documents as needed for yearly audits

4. Contract Management

• Assist with coordination of contract execution with outside counsel, including review for accuracy, and obtaining required signatures.
• Maintain executed contracts and track billing to ensure payments are processed and remain within approved limits.
• Follow up with outside counsel to resolve outstanding issues or confirm compliance.

ADDITIONAL DUTIES. Other duties as assigned.

QUALIFICATIONS.

A. Education. Associate degree in Paralegal studies, Office Administration, Business Administration, English, Communication or a related field from an accredited college or university.

B. Experience. One (1) year of clerical experience, of which six (6) months in a legal setting is required. One (1) year of experience in a legal office/setting preferred.

C. Education/Experience substitution. In accordance with County policy.

D. Licenses/Certifications. Valid driver's license. Must maintain a valid driver's license and an acceptable driving record in accordance with County policy. Must obtain Notary certification within six (6) months of hire.

E. Other (e.g., post-offer medical exam, polygraph, background check, driver's license record, etc.). Must pass pre-employment background and driving record check and driving record check.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION:

Knowledge of:

• Legal terminology, processes, and documentation.
• Legal research methods and resources.
• Standard formats for legal instruments and correspondence.
• Court procedures and administrative processes.
• Office filing systems and recordkeeping practices.
• Confidentiality standards and attorney-client privilege.
• Legislative processes and basic statutory interpretation.

Skill in:

• Draft legal documents, pleadings, and correspondence.
• Perform legal research using print and digital resources.
• Organize and maintain case files and legal records.
• Proofread documents for accuracy and legal compliance.
• Use word processing, spreadsheet, and document management software.
• Compile and analyze case-related information and materials.
• Communicate clearly and effectively with internal and external stakeholders.
• Manage multiple administrative and legal support tasks.
• Maintain accuracy and attention to detail in document preparation.

Ability to:

• Follow legal instructions and procedures under attorney supervision.
• Maintain confidentiality of sensitive legal information.
• Interpret and apply legal terminology and documentation standards.
• Gather and organize facts and supporting documentation.
• Prioritize work and manage multiple case-related tasks.
• Prepare accurate reports, summaries, and legal drafts.
• Work cooperatively with legal staff, clients, and other departments.

Compensation Range
$19.76 - $31.59

Doña Ana County is an Equal Employment Opportunity Employer. It is our policy to abide by all federal and state laws prohibiting employment discrimination on the basis of a person's race, color, religion, age, national origin, sex, disability, serious medical condition, genetic information, ancestry, spousal affiliation, gender identity, sexual orientation or any other unlawful criteria, except where a reasonable Bona Fide Occupational Qualification exists.

Doña Ana County will make reasonable accommodation(s) for the known physical or mental limitations of an applicant with a disability, upon request, unless the accommodation(s) would cause an undue hardship on the operation of the County. Please see http://www.donaanacounty.org/ada/ for our Public Notice and to get the Testing/Interview Accommodation Request Form or call 575-647-7210 for assistance.