CHIEF LEGAL ASSISTANT/OFFICE MANAGER

Douglas, WY

$58,000–$72,000 per year
Full Time

About the role

CONVERSE COUNTY
JOB DESCRIPTION

JOB TITLE: CHIEF LEGAL ASSISTANT/ OFFICE MANAGER
DEPT: COUNTY ATTORNEY’S OFFICE
SUPERVISED BY: COUNTY ATTORNEY
STARTING PAY RANGE: $58,000 – 72,000, DOQ
FLSA STATUS: NON-EXEMPT, HOURLY
EMPLOYEE CLASSIFICATIONS: FULL-TIME

JOB SUMMARY

The Chief Legal Assistant & Office Manager provides high-level administrative, legal support, and office management services to the County Attorney and attorneys within the Converse County Attorney's Office. This position is responsible for coordinating daily office operations, supervising or overseeing administrative support staff, managing legal documents and case files, maintaining attorney court appearance calendars and deadlines, and ensuring the efficient and confidential operation of the office. The position requires extensive knowledge of legal terminology, court procedures, records management, office administration, and applicable state and local laws. The Chief Legal Assistant & Office Manager exercises independent judgment, handles highly confidential information, and serves as a primary administrative resource for attorneys, court personnel, law enforcement agencies, and the public. Other duties and responsibilities may be assigned.

ESSENTIAL DUTIES & RESPONSIBILITIES

OFFICE MANAGEMENT AND ADMINISTRATION: Oversee the daily administrative operations of the County Attorney's Office; Establish and maintain efficient office procedures, workflows, and administrative systems; Coordinate office schedules, meetings, appointments, and administrative priorities; Monitor office supplies, equipment, technology, and service needs; Assist with preparation and monitoring of the office budget, expenditures, and purchasing; Develop and maintain administrative policies and procedures consistent with County requirements; Coordinate communication and workflow between the County Attorney's Office, other county departments, elected officials, and outside agencies; Identify opportunities to improve office efficiency and provide recommendations to the County Attorney.

LEGAL ADMINISTRATIVE SUPPORT: Provide advanced legal secretarial and administrative support to the County Attorney and Deputy County Attorneys; Prepare, proofread, format, and process legal pleadings, motions, briefs, subpoenas, notices, correspondence, contracts, resolutions, and other legal documents; Assist with electronic and physical filing of court documents in accordance with applicable court rules and deadlines; Maintain case files, legal records, discovery materials, and other confidential documentation; Monitor court deadlines, hearings, filing requirements, and case-related schedules; Coordinate trial preparation, including organization of exhibits, witness information, case materials, and documentation; Conduct legal research and retrieve statutes, court rules, regulations, and other legal resources as directed by attorneys; Maintain and update legal databases, case management systems, and document management systems; Assist with public records requests and document production as directed by the County Attorney; Assist in coordinating attorney schedules, court appearances, and meetings; Prepare and distribute materials for meetings and presentations; Organize and manage attorney and client calendars.

RECORDS MANAGEMENT AND CONFIDENTIALITY: Establish and maintain organized legal and administrative filing systems; Ensure accurate retention, storage, and disposition of records in accordance with applicable records retention requirements; Safeguard confidential, privileged, sensitive, and protected information; Manage access to legal files and office records consistent with attorney direction and applicable law; Maintain appropriate security and confidentiality of electronic and physical records; Ensure proper handling of discovery materials and sensitive case information.

FINANCIAL AND BUDGET ADMINISTRATION: Assist with preparation and monitoring of the County Attorney's Office annual budget; Monitor expenditures, process invoices, and coordinate purchasing requests; Maintain records related to office expenses, contracts, and vendor services; Assist with tracking legal expenses, outside counsel invoices, and other departmental costs.

COMMUNICATION AND PUBLIC RELATIONS: Serve as a primary point of contact for the County Attorney's Office; Respond to inquiries from county employees, elected officials, court personnel, law enforcement, attorneys, clients, and members of the public; Direct inquiries to the appropriate attorney or staff member; Communicate professionally and appropriately regarding legal matters without providing unauthorized legal advice; Coordinate correspondence and information requests while maintaining confidentiality and professionalism; Represent the office in a courteous, professional, and impartial manner.

CORE COMPETENCIES

In an effort to create organizational clarity, and to empower its employees, Converse County has identified seven core competencies that all elected officials and employees are expected to meet in order to help fulfill the mission of Converse County. It is expected that all elected officials and employees will meet their responsibilities as detailed below, including observable commitment to the mission of Converse County and these values.

COMMUNICATION: Expresses ideas and thoughts both verbally and in written form; Exhibits good listening and comprehension; Keeps others adequately informed; Selects and uses appropriate communication methods.
COOPERATION: Establishes and maintains effective relations; Displays positive outlook and pleasant demeanor; Exhibits tact and consideration; Offers assistance and support to co-workers; Works cooperatively with supervisor and co-workers; Collaborates effectively with other departments as needed. Adapts to changes in work environment, procedures, and assignments; Manages competing demands; Accepts criticism and feedback; Changes approach/method to best fit the situation/work assignment.
CUSTOMER SERVICE: Displays courtesy and sensitivity; Manages difficult / emotional customer situations; Responds promptly to customer needs; Meets commitments; Solicits customer feedback to improve service.
DEPENDABILITY: Consistently reports to work on time ready to begin work; Responds promptly to requests for service and assistance; Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments.
INITIATIVE: Volunteers readily; Seeks increased responsibility; Identifies opportunities to improve systems & procedures; Asks for help when needed. Exhibits ability to learn and apply new skills; Requires minimal supervision; Displays understanding of how job relates to others.
JUDGMENT: Displays a willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision making process; Makes timely decisions.
QUALITY: Demonstrates accuracy and thoroughness; Displays commitment to excellence; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality. Prioritizes and plans work activities; Uses time efficiently; Plans and uses available resources; Works in an organized and efficient manner.

SUPERVISORY RESPONSIBILITIES & COMPETENCIES

SUPERVISORY RESPOSIBILITIES: This position reports directly to the County Attorney. This position exercises direct supervision over the County Attorney Administrative Team members.

In addition to the core competencies that have been established, Converse County has identified supervisory competencies that all elected officials and supervisors are expected to meet as detailed below.

SUPERVISORY COMPETENCIES: Accomplishes department objectives by supervising staff, and organizing/monitoring work processes; Maintains staff by recruiting, selecting, orienting, and training employees when needed; Developing personal growth opportunities; Provides coaching, counseling, appraisal, motivation, and/or discipline to accomplish employee job results; Implements and enforces systems, policies and procedures; Maintains safe and healthy work environment by establishing and/or enforcing organization policies/standards and adhering to legal regulations; Completes operations by managing schedules, assigning and monitoring work, gathering resources, implementing productivity standards, resolving operational issues, maintaining reference manuals, and implementing new procedures; Controls expenses by gathering and submitting budget information, scheduling expenditures, monitoring variances, and implementing corrective actions; Provides quality service by enforcing quality and customer service standards; Contributes to and encourages team collaboration within the department and with other county and non-county entities to accomplish the goals and objectives of Converse County.

MINIMUM QUALIFICATIONS

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience: Bachelor’s degree in paralegal studies, legal administration, business administration, or a related field preferred. High school diploma or equivalent required. Minimum of five years of progressively responsible legal administrative, paralegal, or office management experience. Prior supervisory or lead experience preferred. Equivalent combinations of education and experience may be considered.
Knowledge, Skills, and Abilities: Thorough knowledge of legal terminology, court procedures, and legal document preparation. Knowledge of office management principles, records management, and administrative practices. Ability to prepare, proofread, and process complex legal documents with a high degree of accuracy. Strong organizational, time management, and prioritization skills. Ability to manage multiple assignments and meet strict deadlines. Excellent written and verbal communication skills. Ability to exercise discretion and maintain strict confidentiality. Ability to work independently and exercise sound judgment within established authority. Proficiency with Microsoft Office, electronic filing systems, and legal case management software. Ability to work professionally with elected officials, attorneys, court personnel, law enforcement, county employees, and the public.
Preferred Qualifications: Experience working in a County Attorney's Office, prosecutor's office, government legal department, or court system. Familiarity with Wyoming statutes, Wyoming court procedures, and local government operations. Experience with criminal, civil, and administrative legal matters. Experience with electronic court filing and case management systems. Experience supervising administrative or legal support personnel.
Certificates, Licenses, Registrations: Legal Assistant Certification preferred.
This position is subject to satisfactory criminal background check.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

PHYSICAL DEMANDS: The physical demands and work environment described here are a general representation of the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is primarily performed in a professional office environment.
Requires prolonged periods of sitting and computer use.
Ability to lift and carry office materials and files weighing up to 25 pounds.
Requires occasional travel for meetings, training, or court-related responsibilities.
Must be able to manage interruptions and work under time-sensitive deadlines.

DISCLAIMER

This job description is intended to describe the general nature and level of work performed by the employee assigned to this position. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. Duties may be modified or assigned as necessary to meet the operational needs of the County Attorney's Office.