Legal Secretary

Job Summary The Office of First Defense (OFD) will provide quality legal defense to persons magistrated in Travis County under Article 15.17 of the Texas Code of Criminal Procedure. The office will represent approximately 14,000 clients each year in limited‑scope proceedings. Under minimal supervision, this person provides legal secretarial assistance to attorneys and core staff, prepares, processes, and types legal documents (contracts, briefs, summonses, complaints, motions), enters, updates, and retrieves information using multiple systems and databases, collects, organizes, and prepares files and materials for attorneys and compliance staff, schedules appointments and maintains calendars, and acts as a liaison between attorneys, courts, witnesses, other agencies, and the public.

Legal secretaries selected for this position should be prepared to work nontraditional hours (typically four 10‑hour days per week). 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.

• Drafts legal documents under attorney supervision, 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…