Legal Secretary

Overview

The Office of First Defense (OFD) provides quality legal defense to persons magistrated in Travis County under Article 15.17 of the Texas Code of Criminal Procedure. The office represents approximately 14,000 clients each year in limited-scope proceedings. Under minimal supervision, this role provides legal secretarial assistance to attorneys and core staff. Responsibilities include preparing, processing, and typing legal documents; entering, updating, and retrieving information in multiple systems and databases;

organizing files for attorneys and compliance staff; scheduling appointments and maintaining calendars; and acting as a liaison between attorneys, courts, witnesses, other agencies, and the public. Magistration shifts occur days, nights, weekends, and holidays; nontraditional hours (typically four 10-hour days per week) may be required.

• Drafts, under attorney supervision, various legal documents (pleadings, motions, judgments, dispositions, subpoenas) and correspondence for use in legal proceedings; records adjudication and disposition statuses; creates and updates case lists; organizes case files and notifies personnel of case assignments and closures.
• Acts as liaison between attorneys, courts, witnesses, victims, other agencies, departments, and the general public; responds to inquiries regarding case status, child support payments, or contract and opinion preparations; coordinates travel and lodging for witnesses and attorneys; facilitates time-sensitive court travel and appearances; collaborates with other agencies to obtain information for prosecution.
• Organizes, maintains, and retrieves case files for assigned court or unit; enters, updates, and retrieves information using multiple systems; processes and disseminates information and documents, including letters, memoranda, and legal documents.
• Types legal documents and correspondence; certifies and sends documents regarding court actions or wage garnishments; transcribes interview tapes; maintains spreadsheets for case investigations and statistics; screens walk-ins and callers and refers to appropriate personnel; proofs legal documents prepared by staff; assists attorneys in court and maintains court dockets and calendars.
• Schedules appointments, maintains calendars and reminder systems; assists in budget preparation; compiles and types statistical reports and monthly case statistics; performs notary public services; provides backup support for other clerical staff; maintains court docket and calendar; troubleshoots office equipment; coordinates meetings and takes minutes; may serve as backup receptionist; may assist in training staff, processing payroll, and personnel actions.
• Performs other job-related duties as assigned.

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 is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to perform the duties and responsibilities of this job.

None required.

Knowledge of:

• Policies, practices, procedures and legal terminology related to court system.
• Legal terminology, principles, procedures, documents and forms.
• File management and modern office practices.
• Word processing and other software programs.
• Business letter writing, grammar and punctuation, and report preparation.
• Confidential handling of certain health information may be required by federal and state laws.

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.
• Verbal and written communication.

Ability to:

• Work independently on difficult or complex clerical tasks.
• Prepare, verify, correct and record legal documents and complex legal instruments.
• Maintain confidential data and information.
• Establish and maintain effective working relationships with County employees and officials, attorneys, court personnel, law enforcement agencies, outside agencies, and the general public.

Physical requirements include the ability to lift/carry up to 20-50 pounds occasionally, visual acuity, speech and hearing, hand-eye coordination and manual dexterity to operate a computer and office equipment. Other requirements include sitting, standing, repetitive motion, stooping/kneeling, bending, and reaching to perform essential functions.

Travis County employees may be assigned to business continuity efforts outside of normal job functions.

Work Hours:

Flexible 4x10 schedule; some holidays, nights, and weekends.

Location:

509 W 11th St, Austin,…