Legal Secretary

The Office of First Defense (OFD) provides quality legal defense to individuals magistrated in Travis County under Article 15.17 of the Texas Code of Criminal Procedure. The office represents approximately 18,000 clients annually in these limited-scope proceedings. Under minimal supervision, the legal secretary provides legal secretarial assistance to assigned legal and/or compliance staff.

Responsibilities include preparing and organizing court packets, maintaining electronic files, entering and updating client information in multiple databases, uploading case materials to electronic devices for attorney use, and coordinating with courts, law enforcement agencies, and out-of-county entities to obtain client-related information.

The Legal Secretary serves as a liaison between attorneys, courts, agencies, and the public while ensuring the accuracy, confidentiality, and timely processing of information.

Magistration shifts occur during days, nights, weekends, and holidays. Legal Secretaries selected for this position should be prepared to work nontraditional hours (typically four 10-hour days per week).

DISTINGUISHING CHARACTERISTICS

This is the first in a series of two legal secretarial-related job classifications within the Administrative Support job family. 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.

• Prepares, assembles, and distributes court packets and related materials for attorneys to use during magistration proceedings and court appearances.
• Uploads case documents, client information, and supporting materials to electronic devices, including iPads and other approved platforms, to ensure attorneys have timely access to information.
• Enters, updates, verifies, and retrieves client and case information using multiple databases, case management systems, and electronic records systems.
• Creates, organizes, maintains, and retrieves physical and electronic client files, ensuring information is accurate, complete, and properly documented.
• Communicates with courts, law enforcement agencies, correctional facilities, and out-of-county governmental entities to obtain client records, case information, and supporting documentation.
• Acts as a liaison between attorneys, courts, criminal justice agencies, service providers, and the public regarding administrative and case-related matters.
• Screens telephone calls, emails, and visitors and directs inquiries to appropriate personnel.
• Maintains confidentiality of client records and sensitive information in accordance with applicable laws, policies, and procedures.
• Assists with data collection, reporting, and statistical tracking related to office operations and case activity.
• Performs backup administrative and clerical support functions for other staff as assigned.
• Manages and maintains electronic devices assigned to the office, ensuring equipment is updated, operational, and properly prepared for daily legal proceedings.
• Performs other job-related duties as assigned.Education and Experience:

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

Licenses, Registrations, Certifications, or Special Requirements

None required.

Knowledge, Skills, and Abilities

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.
• May be required to develop knowledge of and adhere to federal and state laws requiring the 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 a variety of modern office equipment, including a computer.
• Both 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 information.
• Establish and maintain effective working relationships with County employees and officials, attorneys, court personnel, law enforcement agencies, representatives of 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 and eye coordination and manual dexterity necessary to operate a computer and office equipment.

Subject to sitting, client/customer contact, standing, walking, vision to monitor, listening to recording, repetitive motion, stooping/kneeling, squatting, bending, and reaching to perform the essential functions.

Travis County employees play an important role in business continuity. As such, employees can be assigned to business continuity efforts outside of normal job functions.

Work Hours: Rotating four 10-hour shifts per week. Will work some holidays, some nights, some weekends

Department: Community Legal Services

Location: 509 W 11th St Austin TX 78701

Criminal, Education, and Employment Background Checks Required.

For updates or questions about this posting, contact: Johnnie Courvelle at johnnie.courvelle@traviscountytx.gov.

This job description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and overtime eligibility may vary based on the specific tasks assigned to the position.