Filing Assistant Jobs in Hugo, MN (NOW HIRING)

POSITION SUMMARY: 
This position provides advanced administrative and legal support services to assist the District Attorney in the prosecution of criminal, traffic, civil forfeitures, and juvenile court proceedings.  This position performs case management, legal document preparation, records coordination and litigation support functions in support of criminal and civil prosecutions.  This position plays a vital role in supporting the effective administration of justice while maintaining strict confidentiality and professional standards. 
ESSENTIAL FUNCTIONS: 
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned. 

• Assigns and enters new referrals received from law enforcement agencies. Independently drafts legal documents, criminal complaints, summons, warrants, ordinance violations, juvenile petitions, motions, discovery, orders, briefs and routine letters, for review by prosecutors, assisting in the prosecution of criminal, juvenile, traffic, and forfeiture cases.
• Creates, prepares and maintains criminal, traffic, juvenile and forfeiture prosecutor files and electronic case files in accordance with office procedures and records retention requirements.
• Answers, screens and responds to incoming calls and visitors in a highly professional manner.
• Contacts local, state and federal law enforcement agencies to obtain digital media, documents and reports needed for case preparation, management and/or prosecution.
• Assists in the redaction of investigative reports, files, court records, photographs, audio and visual recordings and other documents for disclosure to pro se defendants, defense attorneys and other persons in compliance with Civil and Criminal Rules of Procedure and Marsy's Law.
• Prepares and processes subpoenas, interstate subpoenas, Writs of Habeas Corpus, and Orders for Transport for upcoming court proceedings.
• Contacts and/or assists victims and witnesses in criminal and juvenile cases as needed. Serves as primary contact for victims and witnesses in non-criminal cases.
• Schedules, coordinates, monitors, and resolves conflicts with weekly office calendar in conjunction with the court calendar.
• Prepares for and participates in mandatory pretrial conferences for traffic/forfeiture cases.
• Assists law enforcement in drafting search warrants and document subpoenas.
• Performs basic legal research including researching and reviewing Wisconsin statutes, administrative code provisions, and local ordinances relevant to criminal cases; reviewing court records and prior case dispositions to assist in determining appropriate charging decisions; and researching interstate and jurisdictional matters involving, warrants, extraditions, subpoenas and records requests.
• Generates and interprets criminal history and driving records and maintains confidentiality pursuant to Crime Information Bureau guidelines. Research prior offenses to assist in determining appropriate charging decisions. This may require obtaining additional documents/information to assist with charging decision/case prosecution.
• Assists attorneys with trial preparation, including preparing trial notebooks, exhibits lists, witness lists and other litigation materials.
• Obtains certified copies of medical, state and court records as needed for court exhibits.
• Tracks statutory deadlines, court dates, discovery compliance and case status information within case management system.
• Serves as a trial assistant in major and complex cases by providing direct litigation support to attorneys during court proceedings.  Responsibilities include documenting witness testimony for use in trial strategy and closing arguments and facilitating the logistical and operational activities necessary for effective case presentation.  
• Prepares and files appellate briefs pursuant to Wisconsin Supreme Court Rules.
• Provides general administrative support by processing court filings and correspondence, notarizing documents, assisting with staff training, and performing other office support functions necessary for efficient department operations.
• Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES 
This section details the essential competencies required to perform the job effectively, including a mix of technical knowledge, practical skills, and personal attributes. 

• Knowledge of legal terminology, legal document preparation, court procedures, and office practices necessary to support criminal, traffic, juvenile, and forfeiture proceedings.
• Knowledge of Wisconsin statutes, administrative rules, court procedures, and records management requirements applicable to the work performed.
• Ability to research, interpret, and apply statutes, regulations, policies, court records, and other legal information to support case preparation and legal proceedings.
• Knowledge of standard office and legal office practices, procedures, and clerical techniques, including general office equipment and operations.
• Ability to take, maintain, and incorporate accurate and detailed notes into legal documents and case records with a high degree of precision.
• Strong organizational skills with the ability to manage multiple priorities, maintain accuracy, adapt to changing workloads, and consistently meet statutory and court-imposed deadlines.
• Ability to provide effective customer service and interact professionally, respectfully, and tactfully with individuals from diverse backgrounds.
• Understanding of the structure and functions of local, state, and federal government agencies, particularly within Wisconsin.
• Awareness of local community resources, public services, and social programs available to residents.
• Ability to work collaboratively as part of a team across departments to achieve common goals.
• Ability to exercise sound ethical judgment and maintain confidentiality in accordance with open records laws and applicable state and federal regulations.
• Technical proficiency in relevant software and systems, including Microsoft Office Suite, Outlook, SharePoint, and other job-related applications.
• Ability to provide effective customer service and establish productive working relationships with attorneys, law enforcement, court personnel, other agencies, victims, witnesses, and the public while exercising professionalism, tact, and discretion.

LANGUAGE SKILLS 
This section outlines the communication abilities necessary for effective performance. These skills reflect the need to interact with the public, colleagues, and other stakeholders in a clear, professional, and effective manner. 

• Ability to communicate in English clearly and professionally, both verbally and in writing, with judges, attorneys, law enforcement, court personnel, other agencies, and the public, including preparing accurate legal correspondence and documentation.
• Ability to engage with the public, handle inquiries, resolve conflicts, and build positive relationships with a diverse population.

MATHEMATICAL SKILLS 

• Ability to perform mathematical calculations.
• Ability to calculate and track dates, timelines, and deadlines related to court processes.
• Ability to review and verify numerical data and maintain accuracy in records and documentation.

REASONING ABILITY 
This section outlines the cognitive skills required to perform the job effectively. This includes the ability to apply logic, make decisions, solve problems, and understand complex information. 

• Ability to analyze factual and legal information, identify issues, and develop logical solutions or recommendations.
• Ability to exercise sound judgment, prioritize competing demands, and make timely decisions within established policies and procedures.
• Ability to interpret complex information, recognize relationships among facts, and apply critical thinking to support legal and administrative functions.

PHYSICAL AND WORK ENVIRONMENT: 
The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee's supervisor. 
PHYSICAL REQUIREMENTS 

• This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, using hands to handle, feel, and perform fine motor skills and repetitive motions, and occasionally involves walking, stooping, kneeling, crouching or crawling and reaching above shoulder level or below the waist.
• Sufficient vision to perform tasks such as reading documents, operating vehicles, using computer screens or working with detailed data.
• Ability to communicate and exchange information effectively with others.
• Work has no exposure to environmental conditions.
• Work is generally in a moderately noisy location (e.g. business office, light traffic).

WORK ENVIRONMENT 

• Work is primarily in an office setting.

MINIMUM QUALIFICATIONS:
EDUCATION AND EXPERIENCE REQUIREMENTS 

• Associate degree in paralegal, criminal justice, legal assistant, or closely related field.
• Minimum of two (2) years of legal support or paralegal experience preferred, particularly in criminal law, civil litigation, law enforcement or court operations 
• Five (5) years of legal support or paralegal experience in an office with an emphasis in criminal law or civil litigation will be considered in lieu of the required associate degree.

LICENSES, CERTIFICATES, AND OTHER REQUIREMENTS 

• Must be TIME System certified (State of Wisconsin Transaction Information for the Management of Enforcement) within six (6) months from date of hire.
• Notary public certification within one (1) year from date of hire.
• Must successfully pass criminal background check.

St. Croix County is an equal opportunity employer and is committed to providing a workplace free from harassment and discrimination.  We take affirmative action to ensure equal opportunity for all applicants without regard to an individual's race, color, age, religion, sex, sexual orientation, national origin, gender identity, disability, marital status, veteran status, or other legally protected characteristics.