(Departmental Internal Only) Public Defender'S Office - Legal Secretary

County of El Paso • Tx 79901, TX

1d • Onsite

About The Position

The Legal Secretary under general supervision provides clerical support to assigned attorneys. This position assists attorneys in collecting information such as employment, medical, and other records. It provides broad administrative and office support to the assigned department, screens visitors and telephone calls, and responds to complaints and information requests on a wide array of topics. The role also conducts preliminary interviews of prospective clients, types and proofreads a wide variety of reports, letters, memos, tables, and charts, and composes correspondence for review and signature by management staff. Additionally, the Legal Secretary develops and maintains various filing systems, records, and logs, maintains various automated databases, and conducts file close-out. The position collects and compiles data to draft and produce various reports and correspondence, prepares various legal documents, secures authorized signatures, and ensures delivery to the appropriate party. Specific tasks include pulling dockets, scanning new cases, printing judgments, filing orders, redacting information, drafting and editing revocations, and providing attorney staff with all aspects of case preparation. The role compiles petitions and reports, conducts research as needed, calendars hearings and meetings for attorneys, retrieves files for attorneys, and responds to questions regarding case disposition. It also reviews the completion of various applications or documents and processes them, redacts court orders, copies and files records, and notifies attorneys of filings. The Legal Secretary assists the public with inquiries and handles difficult customers and non-routine problems, archives files, and responds to open records requests. The position may substitute for coworkers during temporary absences to maintain operational continuity. It involves attending and participating in meetings, training, and information sessions, staying abreast of new trends and innovations in the field, and committing to excellent customer service through cooperative team and individual efforts. The role also focuses on creating a high-quality work culture through training and mentoring to develop leadership, management, and technical skills, including safety-related training. The position maintains a safe and healthy work environment and may be designated as a Disaster Service Worker during proclaimed emergencies, potentially requiring emergency response training or services.

Requirements

• High school diploma or equivalent and two (2) years of law office/secretarial with six (6) months working customer service experience; Or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.
• Knowledge of principles and practices of modern office administration.
• Knowledge of the court system.
• Knowledge of legal terminology.
• Knowledge of relevant laws, rules and codes.
• Knowledge of the principles and practices of effective customer service.
• Knowledge of English usage/bi-lingual preferred, grammar, punctuation and spelling.
• Knowledge of techniques for effective interpersonal communications.
• Knowledge of modern office procedures, methods and computer equipment to include Windows and Microsoft based products.
• Ability to maintain confidential records and reports.
• Ability to explain court action.
• Ability to keep composure in order to assist high conflict customers.
• Ability to plan and execute work both independently and as a team member.
• Ability to manage time effectively.
• Ability to operate personal computer using standard office operating software and general office equipment.
• Ability to prepare and maintain records.
• Ability to maintain filing systems.
• Ability to communicate effectively both orally and in writing.
• Ability to be dependable.
• Ability to deal with the public courteously and effectively.
• Ability to establish and maintain cooperative and effective relationships with those contacted during the course of work.
• Ability to type 45wpm.
• Must pass a background investigation.
• Demonstrate regular and reliable attendance.
• Work well with others and participate fully in a team oriented environment.
• Interface with other employees and customers in a courteous and respectful manner.
• Maintain strict confidentiality.
• Project positive support of their department and all county organizations at all times.
• Maintain and enhance the County's commitment to customer service excellence.

Nice To Haves

• Bilingual in English/Spanish highly preferred.
• In order to access into the County’s network and systems, a personal smart device is required by the hire start date.

Responsibilities

• Assists attorneys in collecting information such as employment, medical, and other records.
• Provides broad administrative and office support to assigned department.
• Screens visitors and telephone calls; responds to complaints and information requests on a wide array of topics.
• Conducts preliminary interviews of prospective clients.
• Types and proofreads a wide variety of reports, letters, memos, tables, and charts; composes correspondence for review and signature by management staff.
• Develops and maintains various filing systems, records, and logs; maintains various automated data bases; conducts file close-out.
• Collects and compiles data to draft and produce various reports and correspondence.
• Prepares various legal documents; secures authorized signatures and delivery to the appropriate party.
• Pulls dockets, scans new cases, prints out judgements, files orders, and redacts information.
• Drafts and edits revocations.
• Provides attorney staff with all aspects of case preparation; compiles petitions and reports; conducts research as needed.
• Calendars hearings and meetings for attorneys.
• Retrieves files for attorneys; responds to questions regarding case disposition.
• Reviews the completion of various applications or documents and processes.
• Redacts court orders; copies and files records; notifies attorneys of filings.
• Assists the public with inquiries and handles difficult customers and non-routine problems.
• Archives files.
• Responds to open records requests.
• Substitutes, if assigned, for coworkers during temporary absences by performing delegated duties sufficient to maintain continuity of normal operations.
• Attends and participates in meetings, training and information sessions.
• Stays abreast of new trends and innovations in the field.
• Commits self to providing excellent customer service and demonstrate commitment through cooperative team and individual efforts.
• Creates a high quality work culture through participation in and emphasis on training and mentoring to develop leadership, management, and technical skills in self and all employees, including safety related training and skills.
• Maintains a safe and healthy work place environment.
• Performs such other related duties as may be assigned.

Benefits

• As members of the County of El Paso Emergency Response System, all El Paso County employees are designated as Disaster Service Workers during a proclaimed emergency and may be required to train on emergency response and/or perform certain emergency services at the direction of their supervisor.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED