The Legal Assistant II position of the Prosecuting Attorney’s Office has different and various duties related to the Felony Division, Misdemeanor Division and the Juvenile Division performed under the direction, supervision, and technical review of an attorney and the Legal Office Manager. This classification requires experience and a thorough knowledge and understanding of legal procedures related to the processing of legal documents. The Legal Assistant II, performs a wider range of the major functions of the office evoking initiative with more technical specialization and complexity of various assignments with minimal supervision.

The Assistant in the Legal II role requires thorough knowledge of legal concepts, principles, terminology, procedures, and the use of legal reference materials. As proficiency increases, they advance to execute in their position greater levels of responsibility, accountability, intricacy of duties, utilization of independent judgment on actions taken, and efficiency of time spent performing these duties. Sound judgment and organization skills are crucial for operations. The preservation and cataloging of case files are vital in making vast amounts of data quickly accessible and digestible for the attorneys. The housing and preservation of all tangible, audio, and visual items are in the care and responsibility of the assistant who will evolve in learning how to direct preparations and eventually determine how to anticipate the needs of the attorney and frame of the case, and properly organize and index all items through the life of a case. The growing complexity of criminal cases and legal work continues to bring about new discoveries in duties in order to build a thorough case file to efficiently assist 2 or more attorneys, each with separate caseloads in the anatomy of prosecution.

The daily function of office practices requires a minimum of the following:

• Effectively communicate with a variety of individuals representing diverse cultures and backgrounds and function calmly in stressful situations, which will require a high degree of sensitivity, tact, and diplomacy.

• Ability to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard.

• Ability to independently digest and analyze data, and to reach objective conclusions.

• Ability to work under stressful conditions, deadlines, and competing priorities.

• Ability to work with other individuals successfully and collaboratively.

• Exercise appropriate judgment in answering questions and releasing information.

• Principles, concepts and methodology of legal research, discovery, and fact investigation

The assistant will process a variety of legal actions not limited to but including: use standardized formats, mechanisms, and procedures to assist attorneys in the preparation of cases for trial and hearing matters; prepare exhibits and witnesses for trial; analyze existing information regarding the case at hand; research and interpret pertinent legal terminology; and develop the content of legal documents.

The legal assistant role requires a high level of trust and confidentiality. Assistants will read and view content of a highly explicit, sensitive, and troubling nature in order to prepare, organize, build, discover, and complete a criminal case file. They may often have extensive contact with victims, witnesses, potential witnesses, and the public in emotional and occasionally hostile situations.

DUE TO THE SENSITIVE NATURE OF CASES, AN INDIVIDUAL MUST POSSESS A HIGH LEVEL OF DISCRETION AND PROFESSIONALISM WHILE MANAGING AN ESTIMATE OF 600-900 CASES.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Handle all information received by this office in a highly confidential manner.
• Review and process highly explicit, sensitive, upsetting, disturbing, and confidential data to log and determine if all has been received or if further requests need to be made.
• Extract pertinent data from files and other records to verify all items not only have been received but have come through in their entirety in order to complete the case file.
• Read and review all documents to determine any necessary redaction.
• Responsible for a large amount of high profile and media recognized cases, as well as being assigned and managing a regular caseload of lower lever crimes.
• Efficiently utilize internal and external systems such as PBK (Prosecutor by Karpel), Internal Court Connect, CIS Inquiry, iResults, Arkansas State Crime Lab’s LASSO, Zuercher, InVize, JMS, RMS, ACIC / NCIC, Correction Solutions (Jail Calls), SmartEcosystems (Jail Mail), Administrative Office of the Courts (AOC) Electronic Filing Systems, Microsoft Office Programs, Adobe Pro, Express Scribe, Serv-U, Polaris, VidaNyx, Scence2go, L3 Converter, Avigilion, Shared Drives, and Westlaw in order to:
  • Review warrants and other court and legal documents to verify accuracy and then notify appropriate agencies and repositories of updates or corrections necessary.
  • To ensure arrest and booking information is accurate and tracking is in accordance with applicable regulations, laws and procedures; alerting law enforcement and judicial staff of identified updates and changes and filing corrections based on findings.
  • To maintain case management consisting of court calendar dates and hearings; locate off-site case files; generate reports, victim letters, NFC letters; and verify fines, fees, and arrearage.
  • Review previous orders and notes and assist in preparing legal documents for submittal to court and ensuring filing deadlines are met.
  • Research records in other offices to ensure all evidence is obtained and hearings met to prepare the case for prosecution and comply with discovery procedures.
  • Update agencies, law offices, and other parties to case.
  • Prepare for trial and court proceedings; transcribe interviews, calls, recordings and any digital or audio video as requested by attorney.
• Operate as a Deputy Prosecuting Attorney’s (DPA) discovery coordinator by:
  • Work closely with outside agencies such as the Office of Child Support, Sex Offender Registry Records, Arkansas (or other state’s) Driver Control Records, Certified Priors Convictions, local Law Enforcement Agencies, etc. to obtain vital evidence/discovery.
  • Serve as liaison between the trial team and third parties: including witnesses, potential witnesses, victims, advocates, colleagues, experts, judicial staff, and courtroom personnel.
  • Quickly analyze Law Enforcement reports to determine various discovery items the DPA should receive to complete the case file.
  • Once a police report is received, the assistant thoroughly reviews all information, requesting and inputting information in order to continue to build a case file in PBK before it is passed on to the attorney.
  • Download discovery items via various systems and platforms such as WatchGuard, Evidence.com, Zuercher, Y:// drive uploads, discs, Serv-U, Polaris, Avigilon, Scence2go, AXON, INTRENSIC, etc. utilized by different Law Enforcement Agencies. (Multiple platforms for various uses from each agency).
  • Periodically check on the case file to ensure additional discovery items have been received as the case develops.
    • Develop and maintain a discovery log – documenting and check-listing for all items in case.
    • Process, examine, and upload digital evidence for review as well as hard docs, sending back to agencies for scrubbing and redaction when necessary, and re-receiving for any additional redactions and organizing.
    • Track all items in casefile by bates numbering, indexing, tabbing, stickering, categorizing, metadata, hyperlinks, and filing.
• Generate Motion for Discovery and e-file the Motion upon sending out discovery to the defense attorney as well as.
  • Generate various legal forms for fingerprinting, priors, victim letters, NFC letters, Discovery letters, transcript headers, Vital Records Request, Non-Disclosures, CAC, templates for hearings, witness lists, Subpoenas Duces Tecum, Affidavits of Authenticity, and any other necessary court documents relevant to the case or hearing by appropriate time frame.
  • Submit approved documents for filing with the courts for process of criminal information, revocations, affidavits, enclosures, responses, motions, petitions, cover sheets, notices, orders, and case dispositions.
• Run weekly calendars for assigned DPA to review upcoming cases on the docket and work the calendars according to the hearing type.
  • Track for sixty (60) day rule, gather all evidence/discovery, and organize the case file accordingly on cases set for Arraignment so the Prosecutor can make a filing decision. Deadline for 60 days rule is crucial since the miscalculation of time could result in the unintended release of a defendant from jail pursuant to Ark. R. Cr. P. Rule 8.
    • Document and update the attorney through various means such as Outlook calendaring, email reminders, and verbal communications to remind of deadlines for filing.
    • Responsible for creating a “checks and balances” system to manage tracking that works with their case load to track in additional systems the live changes of defendants’ whereabouts, release information, and other changes in order to inform the attorney and appropriate authorities.
  • Filing Witness list 30 days prior to Jury Trial
  • Determine the need for transportation “bring orders” and request documentation be prepared by case coordinators.
  • Send discovery out to the defense attorney of record when the case is set for an Omnibus Hearing
  • Examine the capacity in which an attorney is representing an individual. A defense attorney is appointed by the court on some cases and also are retained as private counsel on others. The assistant needs to be aware of the different types of status hearings by checking cases in the court system, reading orders, reviewing judicial notes, and regularly viewing e-flex email notifications which are in the hundreds daily. Assistants must be able to differentiate all types of defense counsel and in what capacity they are operating on multiple cases and “discover” items to them in the method agreed upon by each sector and defined below:
    • Create zip files for outside private counsel with discovery letters and email confirmation and link download verification.
    • Separate conflict attorney discovery to download via portable hard drive exchange.
    • Transfer via shared drive folders for assigned public defenders’ cases.
    • Set up review rooms for counsel to view discovery and any other audio/video they want or need to view.
    • Print hard documents/burn discs/ hard drives/ flash drives as requested and sends via certified mail or holds for pickup.
  • For FTA Hearings and Bondsman Showcauses run JusticeXchange in attempt to locate absconding defendant.
    • If located, place hold on said defendant by contacting BCSO Booking Terminal;
    • Procedures for extraditions vary by situation and location of defendant, and if the defendant is outside the state of Arkansas refer the information to the Legal Office Manager to initiate Detainer, Extradition / Governor Warrant, etc. proceedings.
• Re-check calendars to see what happened on assigned cases and what steps need to be taken going forward. (Was the case set for Omnibus, Pre-trial, or Trial? Did the defendant fail to appear?)
  • Review brief notes of previous actions to determine what clerical steps need to be taken and deadline for completion of those steps.
  • Must make thorough notations through PBK for tracking purposes of actions taken and requests made.
• Work up new cases that get assigned to a DPA by:
  • Reviewing the Affidavit of Probable Cause to send discovery requests and based on nature of the case any redactions..
    • Follow up for discovery and filing timelines and documents are imperative, in order to meet deadlines, follow procedure, and not interfere with the judicial process.
    • Receive and maintain both electronic and hard copy files of all corresponding documents in relation to felony, misdemeanor, mental commitments, and investigative cases.
    • Locate, gather, assemble, and preserve statements or other evidence from law enforcement agencies, keeper of records, business, etc., to establish the truth of the facts and satisfy the legal elements of the burden of proof for use in prosecuting and in compliance with discovery procedures.
  • Reviewing the report to verify and input witness, victim, co-defendant information into PBK that was not already added.
  • Continually checking for approved police reports.
  • Monitoring case to be aware of court rules, deadlines, and timelines.
    • Analyze details of a case, listing events or actions to determine and identify additional items needed for discovery
    • Create subsequent folders in the office drive and PBK for documentation.
    • Follow up on previous requests and confirm receipt of any and all communications with the agency.
  • Running criminal histories on defendants in ACIC / NCIC, obtaining the Arrest Tracking Number (BTN), and ensuring the charges they were arrested on are correct and that the defendant was fingerprinted and DNA swabbed on correct felony charges.
    • Legal assistant notifies booking agency of AFIS correction in order to submit form to correct the charges on the criminal history or send a Proposed Order to have the Defendant
• Prepare the Deputy Prosecuting Attorney and case file for Jury Trial by the following:
  • Frame Jury Trial Subpoenas once a case is set for trial by either submitting a Subpoena Request Letter to the Benton County Circuit Clerk’s Office or by e-filing pre-drafted Jury Trials Subpoenas so they may be issued.

    • Work closely with the PA Office Investigator or BCSO Civil Department to serve said subpoenas.

    • Contact witnesses to release them of subpoenas should trials be granted stand down.

  • Organize travel, lodging, and schedules of participants.

  • Direct preparation of subpoenas for witnesses and forwards for processing.

  • Contact witnesses, agencies, and the public to obtain information and/or advise of hearing schedules and assure witness compliance.

  • Coordinate pre-trial case preparation.

  • Collect receipts and track expenditures and turn in all documentation to Office Manager for accounting and reimbursements

  • Prepare Trial and Motion Binders for DPA quick reference during Trial proceedings.

  • Attend court in direct preparation for support of court hearings and trials as directed by attorneys.

  • For case files, compile and create trial binders or boxes to summarize, organize, index prior opinions, motions, responses, orders, testimony, depositions, and documentary material from investigations, interrogatories, and court proceedings.

  • Conduct an accurate and efficient jury panel search by investigating the panel through Zuercher and PBK, as well as a targeted social media search.

    • Assist attorneys in trials by formulating jury panel research, conducting open-source research for each potential juror and assisting with jury selection proceedings.

  • Coordinate witness appearance at trial.

  • Operate as the point of contact for all needs that may arise in the course of trial proceedings, i.e., assist with locating witnesses, rushing documents to court, ordering and picking up lunch for witnesses and DPA’s in trial, etc.

• Schedule related appointments and maintain calendars for Deputy Prosecuting Attorneys when necessary.
  • Arrange evidence examinations with attorneys, investigators, and/or expert witnesses.
  • Locate witnesses, parties, and potential witnesses for interviews with attorneys.
  • Prepare or revise forms, templates, documents, and correspondence; submit documents for filing with the courts for processing of criminal information, revocations, affidavits, enclosures, responses, motions, petitions, cover sheets, notices, orders, and case dispositions.
• Screen calls from victims and witnesses and direct them to the appropriate personnel/department.
• Assist and screen the public in person or over the phone by referring them to sources of information and answering requests for information by consulting various available sources.
• In addition to calls from the public, screen and assist media and government entities in determining which office, agency, department, or person is responsible for handling that type of inquiry and taking messages when necessary for follow-up with caller.
• Deal with sometimes upset or emotional callers and visitors and exercise discretion in the release of information while maintaining confidentiality on all work performed.
• Must maintain certification to hold account with Arkansas Crime Information Center / National Crime Information Center (ACIC / NCIC) and adhere to ACIC restrictions by completing biannual training and certification exams.
• Must maintain Criminal Justice Information Systems (CJIS) compliance by completing biannual training and certification exams, as well as fingerprinting every five years.
• Operate as backup for Subpoena Duces Tecum Coordinator by handling law enforcement requests for issuance of duces tecum subpoenas for a variety of records, such as phone, banking, medical records, jail / prison calls, etc.
• Assist in preparation of legal documents by refining content and language of affidavits, motions, discovery, and other legal documents according to each individual defendant, witness, victim and/or case.
• Communicate effectively with criminal defense attorneys and other outside agencies regarding case files.
• Research verifications of death for various offices and agencies in order to determine if a quash order needs to be prepared and given to an attorney and judge for signature.
• Handle and sort all incoming correspondence, orders, petitions, and documents via email, mail, fax transmission, in person drop-off or overnight couriers, and forward to the appropriate attorney, assistant, manager, or office for follow up and response.
• Manage cases of the most serious nature including all Capital Murder cases. This includes issuing trial subpoenas and maintaining witness information on these cases. Failure to properly subpoena witnesses or file correct paperwork on these cases may result in these cases not being prosecuted. Failure to perform these duties in a timely or correct basis may not be discovered until shortly before trial, hindering the ability to successfully prosecute the case. These high-profile cases are central to the operations of the entire Office.

IN ADDITION TO THE ESSENTIAL DUTIES AND RESPONSIBILITIES, MENTOR RESPONSIBILITIES WILL INCLUDE:

• Train of all Legal Assistant I under the Prosecutor’s and Legal Office Manager’s supervision, and guide/mentor Legal Assistant I employees with various situations as issues arise.
  • Communicate with the Legal Office Manager about the skill and knowledge progression of Legal Assistant I associates they are directly training/mentoring for performance evaluation purposes.
• Felony Legal Assistant II will operate as a backup for the Legal Office Manager on Detainers, Governor’s Warrants, Extraditions. Federal Writs, etc.

IN ADDITION TO THE ESSENTIAL DUTIES AND RESPONSIBILITIES, MISDEMEANOR LEGAL ASSISTANTS will attend Rogers, Benton County West, Siloam Springs, and Bentonville District Court with the misdemeanor Deputy Prosecutor to help coordinate court proceedings and take docket notes.

IN ADDITION TO THE ESSENTIAL DUTIES AND RESPONSIBILITIES, JUVENILE AND DRUG COURT LEGAL ASSISTANTS will attend Divisions III Circuit Court with the Deputy Prosecutor to help coordinate court proceedings and take docket notes.

LEGAL ASSISTANTS will annually attend multiple conferences, trainings, and lectures in a variety of ways (virtually, in-house, or travel overnight to locations throughout the state) on local and federal levels in order to keep up with and maintain compliance certification practices and to develop knowledge for the evolving legal work in criminal prosecution.

SIDE PROJECTS:

• Maintain files on Act 911 and Rule 37
• Act 33 & 973 Documentation
• Petitions to Seal
• Mental Commitmentss
• Petitions to Revoke
• SOSRA / SOCNA files
• Civil Asset Forfeitures Lawsuits
• Backup to Victim Advocate
• Contraband/Destruction Orders

ADDITIONAL SPECIALIZED DUTIES assigned to legal assistants include the following:

• Prepare and file petitions for the involuntary commitment of persons suffering from mental illness who are deemed to be homicidal, suicidal, or incapable of caring for themselves. Coordinate witnesses for hearings on those petitions, including expert witnesses. Coordinate with the Benton County Sheriff’s Office for the court attendance of the person suffering from mental illness. Prepare court orders following hearings and coordinate with the Benton County Sheriff’s Office for transport of the committee to the proper mental health facility.
• Develop and maintain all Sex Offender Screening and Risk Assessment files. Ensure that the Department of Correction has full background and case file information to effectively screen sex offenders for the appropriate registration levels.
• Develop and maintain files on all defendants who have been acquitted by reason of mental disease and who are supervised in the Act 911 program administered by the Arkansas State Hospital System. Respond appropriately to communication received from the defendant’s Act 911 supervisor, including filing petitions in the probate division of circuit court to, for example, return an acquitted defendant to the State Hospital for treatment.
• Develop and maintain files on petitions for post-conviction relief filed pursuant to Rule 37 of the Arkansas Rules of Criminal Procedure.
• Develop and maintain files on petitions to seal and/or expunge criminal records pursuant to Act 346 of 1975
• Develop and maintain all files for civil asset forfeitures and file in the proper division of circuit court. Coordinate with the service of the complaint and summons on the proper persons.
• Assist as a backup to the Victim Advocate in assisting victims of crime with Orders of Protection against their abusers.
• Develop, maintain, and file petitions for destruction of contraband and evidence no longer needed for trial.
• Develop and maintain files for petitions to revoke probation or suspended sentence.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, and individual must be able to perform each essential duty satisfactorily. The requirements listed above 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.

Due to the sensitive nature of cases, an individual must possess a high level of discretion and professionalism. Likewise, an individual must be an Arkansas Public Notary, or be eligible to become an Arkansas Public Notary upon hire.

EDUCATION and/or EXPERIENCE:

Previous experience in a legal or court setting is essential, ideally as a Legal Assistant, Paralegal, or in a comparable position. The candidate should possess a solid understanding of legal concepts, principles, terminology, and court procedures.

High School, and knowledge of computers, especially Microsoft Office Suite. At least two (2) years of administrative experience required. Possess good typing/computer skills, general secretarial skills as well as a high level of organizational skills. Must possess good public relations and communication skills. Experience in the legal profession is helpful, but not required.

Associate or higher degree in Paralegal Studies, Criminal Justice, or Legal Technology preferred. Commensurate work experience may be substituted for degree.

WORKING RELATIONSHIPS:

Assist Deputy Prosecuting Attorney’s in their positions to maintain an efficient work environment. Position will require daily contact with attorneys, law enforcement officers, various outside agencies as well as Courts, Judges, and their Case Coordinators, etc.

PHYSICAL DEMANDS:

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

While performing the duties of this job, the employee is regularly required to sit, reach with hands and arms, use hands to handle or feel objects/controls and talk or hear. The employee is occasionally required to stand and walk. Specific vision abilities required by this position include close and distance vision and the ability to adjust focus.

The employee must occasionally lift and/or move up to 25 pounds.

WORK ENVIRONMENT:

The work environment characteristics described here 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.

Incumbent will read and view content of a highly explicit, sensitive, and troubling nature in order to prepare, organize, build, discover, and complete a criminal case file. They may often have extensive contact with victims, witnesses, potential witnesses, and the public in emotional and occasionally hostile situations.

The noise level in the typical work environment is moderate.

EMPLOYEE BEENFITS OVERVIEW:

Benefits are an important part of the overall compensation package. We are pleased to offer a comprehensive array of valuable benefits.

County Paid Insurance Benefits Employee Medical Basic life and ADD Insurance Long‑term disability insurance Access to voluntary benefits, including: Medical (Spouse/Children) Dental, and Vision coverage Supplemental life insurance Short‑term disability Critical Illness coverage Accident insurance Hospital indemnity plans View the Benefits Guide for more information	Retirement & Financial Security Participation in the Arkansas Public Employees Retirement System (APERS) pension program Voluntary Nationwide Deferred Compensation 457(b) Retirement plan
	Time Off & Work–Life Balance 11 Paid Holidays annually Paid Sick Leave (up to 12 working days per year) Paid Vacation Leave (up to 10 working days per year) Paid Personal Day annually