Legal Secretary

Job 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.

About the Role

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).

Responsibilities

• 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.
• 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.
• Affords assistance 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.
• Affords assistance 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 personnel actions.
• Performs other job-related duties as assigned.

Requirements

• Education and Experience: Associate's degree in Legal Secretarial Science, Paralegal Studies, Criminal Justice, Public Administration, Business Administration or a directly related field AND two (2) years of advanced secretarial experience, including one (1) year as a Legal Secretary; OR, Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job.
• Licenses, Registrations, Certifications, or Special Requirements: Please attach resume to online application.
• Preferred: Applications with a cover letter detailing interest in the position, including why you want to work for the Travis County Public Defender’s Office. Mission-aligned experience (work or lived) advocating on behalf of or supporting people/communities directly impacted by the criminal/immigration/indigent civil legal system. Ability to fluently speak and write in Spanish.

Knowledge, Skills, and Abilities

• Knowledge of: Policies, practices, procedures and legal terminology related to court system. Legal terminology, principles, procedures, documents and forms. File management and modern office practices. Word processing and other software programs. Business letter writing, grammar and punctuation, and report preparation.
• Skill in: Organizing, updating and filing legal case files. Working with attorneys and other legal personnel in a high volume environment. Preparing legal correspondence. Operating a variety of modern office equipment, including a computer. Both verbal and written communication.
• Ability to: Work independently on difficult or complex clerical tasks. Prepare, verify, correct and record legal documents and complicated legal instruments. Maintain confidential data and information. Establish and maintain effective working relationships with County employees and officials, attorneys, court personnel, law enforcement agencies, representatives of outside agencies, and the general public.

Minimum Requirements

• Knowledge of: Policies, practices, procedures and legal terminology related to court system. Legal terminology, principles, procedures, documents and forms. File management and modern office practices. Word processing and other software programs. Business letter writing, grammar and punctuation, and report preparation.
• Skill in: Organizing, updating and filing legal case files. Working with attorneys and other legal personnel in a high volume environment. Preparing legal correspondence. Operating a variety of modern office equipment, including a computer. Both verbal and written communication.
• Ability to: Work independently on difficult or complex clerical tasks. Prepare, verify, correct and record legal documents and complicated legal instruments. Maintain confidential data and information. Establish and maintain effective working relationships with County employees and officials, attorneys, court personnel, law enforcement agencies, representatives of outside agencies, and the general public.