Under limited supervision, provides legal secretarial and administrative assistance to a division director or higher level of management. Independently generates complex legal documents and performs complex legal secretarial tasks. Independently verifies accuracy and completeness of legal documents and files, including adherence to completion deadlines and statutory compliance. May perform routine legal research. As lead worker, may assign work for other support staff within a legal environment, coordinate completion of tasks and division schedules, or monitor and allocate workloads and projects.
Distinguishing Characteristics: This is the second in a series of two legal secretarial-related job classifications within the Administrative Support job family . This classification is distinguished from the Legal Secretary in that incumbents typically have more experience in complex legal document preparation and perform lead Legal Secretary duties or work directly for a Division Director. S ensitivity to detail and confidentiality.
Duties and Responsibilities:
Acts as lead secretary for secretarial and clerical staff. Supervises, trains and coordinates work assignments of secretaries and clerks. May participate in secretarial and clerical staff selection, evaluation, promotion or retention processes. May chair and conduct monthly secretarial/clerical staff meetings. Provides technical advice and assistance to law clerks when they are involved in administrative duties and tasks. Resolves problems and monitors workflow. Assists in overseeing general procedures and assures that all courts are fully staffed. Interprets and applies operating principles and procedures. Informs and advises staff of upcoming events.
Acts as primary secretarial support to Division Director. Provides legal secretarial assistance in complex cases. Provides some legal research for a Division Director or higher level of management, under direct attorney supervision. Streamlines and creates administrative processes. Coordinates schedules, meetings and group trainings. May monitor court meetings to ensure attendance, as required, and keep records of requested tasks. Prepares agenda requests and required backup. Schedules appointments and maintains calendars and reminder systems.
May supervise or coordinate court dockets, maintain accurate information on all court settings and dockets, and coordinate pretrial docket settings. May perform duties of deputy clerk, i.e., issue summons, subpoenas, citations and notices, certify authenticity of copies of court documents, date-stamp, and file legal documents with court. Swears in witnesses, makes and maintains electronic recordings of court proceedings, files exhibits, prepares appeals, transcripts, as required.
Drafts, under attorney supervision, various legal documents, 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 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. May aid in locating witnesses and scheduling their appearance. Provides continuous updates to referring agencies, attorneys and the public concerning case status and disposition. Coordinates witness 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. Records summary of actions taken in court, wage garnishments or other proceedings and maintains accurate files on assigned cases. Contacts criminal justice agencies and other sources to obtain information needed for prosecution of cases. Processes, retrieves and disseminates information and documents. Obtains information needed in prosecution of a criminal case or processing of a civil case from individuals and agencies. Obtains information needed to assist in drafting or reviewing legal documents relating to County business. May log cases filed or new files opened to reflect file numbers and dates assigned. May maintain tickler calendar for follow-ups. May prepare off-site storage for case files and be responsible for retrieval.
Drafts, types and prepares legal documents and correspondence in connection with the adjudication and disposition of cases, opinions or other County transactions. Transcribes legal and other technical dictation. Proofreads legal documents. Compiles data from references, such as digests, encyclopedias, practice manuals, and other sources. 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 with open records requests. May assist attorneys in court. May prepare prospective jurors Voir Dire process.
Assists in and helps supervise budget preparation. Compiles and maintains case, billing, personnel and other statistics, and prepares reports. Performs notary public services. Ensures and maintains adequate inventory of office supplies for division or units. Schedules appointments, maintains calendars and reminder systems. Sorts and distributes incoming mail. Keeps monthly statistics on cases. Performs notary public service and performs for other clerical staff. Troubleshoots office equipment, printers, computers, fax machines and copiers and schedules needed maintenance. Coordinates meetings and takes minutes. May process payroll and perform other various personnel actions.
May screen potential clients for eligibility of various County programs. Responds to inquiries from clients, the media, law enforcement agencies, plaintiff or defense attorneys, and the general public regarding status of cases, contracts and opinion preparations. May conduct criminal background checks and train others in conducting criminal background checks.
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 three (3) years of legal secretarial experience involving the use of legal forms and documents;
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:
Typing Test required with online application.
Typing Speed: 65 wpm
Minimum of one (1) year of supervisory experience.
Knowledge, Skills, and Abilities:
Policies, practices, procedures and legal terminology related to court system.
Legal terminology, principles, procedures, documents and forms.
File management and modern office practices.
Methods of research and sources of legal information.
Supervisory practices and workflow distribution.
Business letter writing, grammar and punctuation, and report preparation. Skill in:
Working with Division Directors and other high-ranking officials.
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:
Coordinate work among legal secretaries and other administrative personnel.
Motivate, train and supervise work of clerical and/or secretarial employees.
Resolve problems and review work of others for accuracy, completeness and timeliness.
Work independently on difficult or complex clerical tasks.
Prepare, verify and correct legal documents and complicated legal instruments.
Maintain confidential data and information.
Establish and maintain effective working relationships with other County employees and officials, attorneys, court personnel, law enforcement agencies, representatives of outside agencies, and the general public.
Work Environment & Other Information:
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, repetitive motion, stooping/kneeling, squatting, bending, and reaching to perform the essential functions.
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.
Hours: 8:00 AM to 5:00 PM Monday through Friday
Location: 509 W. 11th Street, Austin
Department: District Attorney
Criminal & Employment Background Check Required