Legal Secretary - Civil

Travis County•Texas, TX

5d•Onsite

About The Position

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. 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.

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

Sensitivity to detail and confidentiality.

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.
Acts as liaison between attorneys, courts, witnesses, victims, other agencies departments and the general public.
Responds to inquiries from defense attorneys, victims, witnesses, others agencies and the general public regarding the status of cases, child support payments, or the status of contract and opinion preparations.
Works closely with other government agencies and law enforcement agencies to facilitate the apprehension of defendants, docketing and prosecution of cases.
Provides continuous updates to referring agencies, attorneys and the public concerning case status and disposition.
Coordinates witness and attorney travel and lodging arrangements.
Orchestrates travel to and from court for time-sensitive trial and grand jury appearances.
Contacts criminal justice agencies and other sources to obtain information needed for prosecution of cases.
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.
Types legal documents and correspondence.
Types, certifies and sends legal documents regarding a summary of action taken in court or wage garnishments.
Transcribes interview tapes and maintains spreadsheets for case investigations and statistics.
Screens walk-ins and telephone callers or complainants and refers to appropriate officer, managers, or locations.
Proofreads legal documents (orders) prepared by staff.
Assists attorneys in court and helps maintain court dockets and calendars.
Schedules appointments, maintains calendars and reminder systems, and sorts and distributes incoming mail.
Assists in budget preparation.
Compiles and types statistical reports, and keeps monthly statistics on cases.
Performs notary public services.
Performs as backup for other clerical staff.
Maintains court docket and court calendar.
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, processing payroll and various personnel actions.
Performs other job-related duties as assigned.