Legal Secretary

Travis County • Austin, TX

3d • Onsite

About The Position

The Travis County Public Defender's Office (PDO) is a client-centered, independent, and innovative office providing high-quality holistic defense representation. The PDO represents youth in Juvenile Court and adults, including those with serious mental illness/intellectual or developmental disabilities, in Criminal Court. Legal Secretaries are essential members of the interdisciplinary practice team, providing administrative support and managing client and case information. They collaborate with attorneys, social workers, investigators, and paralegals to organize and prepare client files and legal documents throughout all stages of representation, from intake to disposition. A key responsibility includes managing the administrative aspects of the client intake process during Counsel at First Appearance (CAFA). This role is the first in a two-level series, distinguished by less experience and not functioning as a lead or reporting directly to a Division Director. Sensitivity to detail and confidentiality are crucial.

Requirements

• 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.
• Knowledge of policies, practices, procedures and legal terminology related to court system.
• Knowledge of legal terminology, principles, procedures, documents and forms.
• Knowledge of file management and modern office practices.
• Knowledge of word processing and other software programs.
• Knowledge of business letter writing, grammar and punctuation, and report preparation.
• May be required to develop knowledge of and adhere to federal and state laws requiring the confidential handling of certain health information.
• Skill in organizing, updating and filing legal case files.
• Skill in working with attorneys and other legal personnel in a high volume environment.
• Skill in preparing legal correspondence.
• Skill in operating a variety of modern office equipment, including a computer.
• Skill in both verbal and written communication.
• Ability to work independently on difficult or complex clerical tasks.
• Ability to prepare, verify, correct and record legal documents and complicated legal instruments.
• Ability to maintain confidential data and information.
• Ability to 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.

Nice To Haves

• 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.

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.
• Corresponds regularly with clients regarding the status of cases, providing continuous updates about representation through disposition.
• 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/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 personnel actions.
• Performs other job-related duties as assigned.

Benefits

• Business continuity efforts outside of normal job functions.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree