Assistant to the Chief Legal Counsel - St. Martin Parish Sheriff's Office

JOB TITLE:                         Assistant to the Chief Legal Counsel

DIVISION:                          Office of the Sheriff

DEPARTMENT:                Legal

ACCOUNTABLE TO:           Chief Legal Counsel

POSITION CONCEPT:

The individual who holds this position will assume a substantial amount of responsibility in support of the Legal Division. The position further calls for the ability to draft correspondence, perform routine clerical duties including organizing and maintaining electronic and paper filing systems.  Word processing skills are critical components of this position.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The most important and essential duty associated with this position is maintaining a positive, confident attitude and includes, illustratively, the following attributes:  maintaining a cordial work relationship with Sheriff Office employees, being respectful to the public, having the ability to draft routine correspondence, and possessing computer and word processing skills.  Specific duties and responsibilities include, but are not limited to:

• Assist with the creation and maintenance of a filing system for contracts and litigation/claims.
• Prepare reports, letters, and other correspondence as needed and/or directed.
• Handle and respond to public records requests and maintain logs of requests received and answered.
• Assist Chief Legal Counsel with calendar, events, meetings, and travel matters.
• Keep and maintain logs for all contracts inclusive of expiration dates/terms.
• Keep Administrative Services and Chief Legal Counsel up to date relative to the expiration and renewal deadlines for all contracts.
• Research addresses for Civil Department relative to returned mail.
• Create and maintain files relative to accidents/incidents involving Sheriff Personnel.
• Maintain and document expungement requests.
• Order and maintain office supplies on behalf of the Legal Division.
• Keep records of Firearm notifications and transmit copies to Range Master.
• Make such appointments for Chief Legal Counsel as directed.
• Perform such other duties as may be directed by Chief Legal Counsel or Sheriff.

QUALIFICATIONS:

To perform the duties of this position, an individual must be able to perform each essential duty satisfactorily.  The requirements listed herein 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 AND EXPERIENCE:

• Certified Paralegal or a minimum of five years' experience working in a legal setting such as a law firm or courthouse setting.
• Microsoft Word Certification and Excel Certification.
• High School graduate at a minimum.
• Twenty-one years of age.

LANGUAGE AND MATHEMATICAL SKILLS:

• Ability to read and comprehend the basics of legal documents and manuals.
• Ability to effectively and efficiently present information and respond, orally or in writing, to questions from groups of employees, command staff, and the general public.
• Must be proficient in use of computers and word processing.
• Ability to apply concepts of basic mathematics.
• Understand the importance of maintaining the confidentiality of information about specific matters which are encountered.

REASONING ABILITIES

• Must be able to deal with situations requiring tact, diplomacy, understanding, fairness, and sound judgment.
• Necessary to possess the ability to apply principles of law, logic, and methodical evaluation to a range of intellectual and practical factual scenarios.

PHYSICAL DEMANDS:

The physical demands of this position are representative of those that must be met by an employee with administrative responsibilities.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

WORK ENVIRONMENT:

The work environment characteristics described herein 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 of this position.

WORK SCHEDULE:

The regular work schedule shall be that of the administrative staff of the Sheriff's Office.  The schedule is forty hours per week from 7:00 A.M. to 4:30 P.M. Monday through Thursday, and from 7:00 A.M. to 11:00 A. M. on Fridays.  

However, an employee may be required to work flexible hours when and if needed.  In rare cases, the employee may be subject to call-out on 24 hours a day basis.

EMPLOYMENT RELATIONSHIP:

Employment with the SMSO is for no specific period or term.  Employment with the SMSO is “at will” meaning that either the employee or Sheriff may terminate the employment at any time and for any reason., with or without cause.   Although the job duties, title, compensation, and benefits, as well as the SMSO's personnel policies and procedures may change from time to time, the “at will” nature of the employment will not be affected by such changes.

PROBATIONARY PERIOD:

All employees of the SMSO will have a probationary period of one (1) year.  A job performance evaluation will be done after six (6) months.

NOTE:

The statement and duties listed here are intended to describe the general nature and level of work to be performed by the employee in this job classification.  Not all duties assigned to this position are specified herein, nor is it expected that the position features referenced herein can reasonably embrace all duties inherent in the position.