Legal Secretary

Posting number: 26-10759

Department: Public Defender

Job classification: LEGAL SECRETARY

Posting type: Open & Promotional

Categories: Office and Administrative Support

Summary

The Travis County Public Defender's Office is a comprehensive public defender office envisioned to be client-centered, independent, and innovative to the needs of the Travis County community. Consistent with nationally recognized best practices, the PDO provides high-quality holistic defense representation and other support to its clients. We represent youth in Juvenile Court and adults, including those living with serious mental illness/intellectual or developmental disability, in Criminal Court.  
Legal Secretaries are an integral part of the interdisciplinary practice team supporting the administrative needs of the team and maintaining and managing client and case information. Legal Secretaries work closely with all advocates including attorneys, social workers, investigators, and paralegals to collect, organize, and prepare files and legal documents relating to representation of PDO clients at all stages- intake through disposition. Legal Secretaries manage the administrative work of the client intake process during Counsel at First Appearance (CAFA).

* Applications will be reviewed and selected candidates will be contacted on a rolling basis. *

Distinguishing Characteristics:
This is the first in a series of two legal secretarial-related job classifications within the Administrative Support job family. This classification is distinguished from the Legal Secretary Senior in that incumbents typically have less experience and do not function as lead Legal Secretaries or work directly for a Division Director. Sensitivity to detail and confidentiality.

Under minimal supervision, provides legal secretarial assistance to assigned legal and/or compliance staff. Prepares, processes, and types legal documents such as contracts, briefs, summonses, complaints and motions. Enters, updates and retrieves information using multiple systems and databases. Collects, organizes and prepares files and materials for attorneys and compliance staff for use in court appearances or for transacting other legal business. Schedules appointments and maintains calendars. Acts as a liaison between attorneys, courts, witnesses, other agencies and the public.

Examples of duties

• Drafts, under attorney supervision, various legal documents, including pleadings, motions, judgments, dispositions, subpoenas and correspondence for use in legal proceedings. Records messages of adjudication and disposition of cases, real estate and business transactions, child support payments or the status of contract and opinion preparations. Examines all files and paperwork for accuracy and completeness. Logs all file enhancements with updated status. Creates and updates case lists. Organizes case lists by attorney or investigator. Creates, organizes and prepares case files. Notifies personnel of case assignments and case closures.
• Corresponds regularly with clients regarding the status of cases, providing continuous updates about representation through disposition. Informs client. Informs clients about important issues including but not limited to missed court appearances, change of court date and reassignment of counsel. Drafts notices of appeal. 
• Organizes, maintains and retrieves case files for assigned court or unit. Enters, updates and retrieves information using multiple systems and databases. Uses the computer to process, retrieve, and disseminate information and documents, including word processing functions for letters, memoranda and legal documents.
• Assists with emergency client needs.
• Organizes, maintains, and retrieves case and office information for all members of the advocacy team. Enters, updates, and retrieves information using multiple systems and databases, including internal case management system. Uses the computer to process, retrieve, and disseminate information and documents, including word processing functions for letters, memoranda and legal documents/correspondence. 
• Proofreads legal and other documents. Assists attorneys in court and helps maintain court dockets and calendars and tracks all matters related to individual clients. 
• Schedules appointments and sorts and distributes incoming mail. Compiles and types statistical reports and keeps monthly statistics on cases. Performs notary public services. Performs as backup for other clerical staff. Troubleshoots office equipment, printers, computers, fax machines and copiers and schedules needed maintenance. Coordinates meetings and takes minutes. May serve as backup receptionist. May assist in training staff and various