Legal Secretary - Enforcement Litigation and Collections

Travis County•Austin, TX

1d•Onsite

About The Position

Under minimal supervision, the Legal Secretary provides legal secretarial assistance to assigned legal and/or compliance staff. The position prepares, processes, and types legal documents; enters, updates, and retrieves information in multiple systems and databases; organizes case files and materials for attorneys and compliance staff; schedules appointments and maintains calendars; and serves as a liaison among attorneys, courts, witnesses, other agencies, and the public. This is the first of two legal secretarial-related classifications in the Administrative Support job family. Incumbents typically have less experience than Legal Secretary Seniors and do not serve as lead Legal Secretaries or work directly for a Division Director. The role requires attention to detail and confidentiality. Duties and responsibilities may vary according to assigned tasks, and employees may be assigned to business continuity efforts outside their normal job functions.

Requirements

Associate's degree in Legal Secretarial Science, Paralegal Studies, Criminal Justice, Public Administration, Business Administration, or a directly related field, and two years of advanced secretarial experience, including one year as a Legal Secretary; or an equivalent combination of education and experience with the knowledge, skills, and abilities needed to perform the job.
Knowledge of policies, practices, procedures, and legal terminology related to the court system.
Knowledge of legal principles, procedures, documents, and forms; file management and modern office practices; word processing and other software; business letter writing, grammar, punctuation, and report preparation.
May be required to develop knowledge of and adhere to federal and state laws requiring confidential handling of certain health information.
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 modern office equipment, including a computer; and 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 establish and maintain effective working relationships with County employees and officials, attorneys, court personnel, law enforcement, outside agencies, and the public.
Ability to meet the physical requirements, including occasionally lifting or carrying up to 20–50 pounds and performing duties involving sitting, standing, walking, client contact, listening to recordings, repetitive motion, stooping, kneeling, squatting, bending, and reaching.
Ability to perform visual, speech, hearing, hand-eye coordination, and manual dexterity tasks necessary to operate a computer and office equipment.

Responsibilities

Draft legal documents under attorney supervision, including pleadings, motions, judgments, dispositions, subpoenas, and correspondence for legal proceedings.
Record case adjudications and dispositions, real estate and business transactions, child support payments, and the status of contract and opinion preparations.
Review files and paperwork for accuracy and completeness, log file updates, create and update case lists, and organize lists by attorney or investigator.
Create, organize, maintain, and retrieve case files; notify personnel of case assignments and closures.
Liaise with attorneys, courts, witnesses, victims, other agencies and departments, and the public; respond to inquiries about case status, child support payments, and contract or opinion preparations.
Coordinate with government and law enforcement agencies to facilitate defendant apprehension, case docketing, and prosecution; provide case status and disposition updates.
Coordinate witness and attorney travel and lodging, including travel to and from court for time-sensitive trial and grand jury appearances.
Contact criminal justice agencies and other sources to obtain information for prosecution cases.
Enter, update, and retrieve information in multiple systems and databases; process, retrieve, and disseminate information and documents using computers and word-processing functions.
Type legal documents and correspondence, including court action summaries and wage garnishment documents; transcribe interview tapes and maintain investigation and statistics spreadsheets.
Screen walk-in visitors, callers, and complainants and refer them to the appropriate officer, manager, or location.
Proofread legal documents prepared by staff and assist attorneys in court; maintain court dockets and calendars.
Schedule appointments, maintain calendars and reminder systems, and sort and distribute incoming mail.
Assist with budget preparation; compile and type statistical reports and maintain monthly case statistics.
Perform notary public services and provide backup for other clerical staff; may also serve as a backup receptionist.
Troubleshoot office equipment and arrange maintenance for printers, computers, fax machines, and copiers.
Coordinate meetings and take minutes.
May assist with staff training, payroll processing, and personnel actions.
Perform other job-related duties as assigned.