Senior Secretary (80357)

Law Offices Of The Public Defender • Aztec, NM

9d

About The Position

The Senior Secretary performs advanced secretarial duties using legal terminology, established procedures, and template documents in support of the District Office, along with specialized clerical tasks. The role provides administrative support to the District Office and may also assist a legal organization or attorney with fiscal, management, information systems, human resources, and other administrative work. The position is largely sedentary, though filing and other tasks may require lifting files, opening filing cabinets, and bending or standing on a stool. The department offers flexible work opportunities, including teleworking and schedules outside the typical 8 a.m. to 5 p.m. schedule. Applicants are encouraged to discuss possible arrangements with the hiring manager early in the hiring process. This position is covered by a collective bargaining agreement. It is classified as non-exempt; authorized hours over 40 in a work week may be compensated with accrued compensatory time at a 1.5x rate, subject to advance request and supervisor approval. The position is not eligible for cash payment for extra hours. The job advertisement may be used to fill multiple vacancies. Preference may be given to multilingual applicants fluent in English and another language.

Requirements

• High school diploma or GED.
• One year of directly related clerical and/or secretarial experience using legal terminology, procedures, and documents.
• Must possess and maintain a valid driver's license.
• Must be eligible to work in the United States; employment visa sponsorship or transfer is not available.
• Must comply with the terms and conditions of the applicable collective bargaining agreement.

Nice To Haves

• Fluency in English and another language; preference may be given to multilingual applicants.

Responsibilities

• Provide specialized administrative services in support of the District Office.
• Organize daily and weekly work assignments with independence and judgment beyond that expected of lower-level positions.
• Assist with preparing legal correspondence under close guidance or supervision of a paralegal, office manager, or attorney.
• Transcribe and proofread legal documents under general guidance of a supervisor, manager, or attorney.
• Provide information to callers, take dictation, compose and type routine correspondence, and read and route incoming mail.
• Process court notices and client discovery.
• Schedule meetings and appointments and coordinate conference calls.
• Conduct legal research for attorney review.
• Perform filing and administrative tasks that may include fiscal, management, information systems, and human resources support.
• File correspondence and legal documents in the office filing system and ensure original legal documents are properly indexed and filed.
• Prepare court dockets for distribution.
• Coordinate pickup and delivery of express mail services such as FedEx and UPS.
• Assist with ordering, receiving, stocking, and distributing office supplies.
• Perform related clerical tasks such as photocopying, faxing, filing, and collating.
• Drop off or accept indigent defense applications in a jail or correctional facility setting.
• Travel to court to pick up or drop off documents as needed.
• Pick up discovery from District Attorney offices and police departments.
• Provide referrals to community resources or other services.
• Perform related duties as assigned; duties and responsibilities may change.

What This Job Offers

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