Legal Secretary, Sr. (Open Records Dept)

Under limited supervision, provides legal secretarial and administrative assistance to an attorney team lead, division director or higher level of management. Independently reviews and redacts documents and videos for production to comply with the Texas Public Information Act and performs complex legal secretarial tasks. Independently verifies accuracy and completeness of open records redactions, including adherence to completion deadlines and statutory compliance. May perform routine legal research. As lead worker, may 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 redaction and perform lead Legal Secretary duties or work directly for an Attorney Team Lead and/or Division Director. Sensitivity to detail and confidentiality.

• Provides technical advice and assistance to clerical staff when they are involved in administrative duties and tasks. Resolves problems and monitors workflow. Assists in overseeing general procedures and assures that all open records requests are responded to timely. Interprets and applies operating principles and procedures. Informs and advises staff of upcoming events.

• Acts as primary secretarial support to Attorney Team Lead and/or Division Director. Provides legal secretarial assistance in complex tasks. Provides some legal research, under direct attorney supervision. Streamlines and creates administrative processes. Coordinates schedules, meetings and group trainings. Schedules appointments and maintains calendars and reminder systems.

• May supervise or coordinate open records requests and calculate response deadlines. May assist in performing duties of extradition coordinator, including preparation of documents and contacting other state offices and correction institutions.

• Drafts, under attorney supervision, various legal documents, including dispositions, subpoenas and correspondence for use in legal proceedings. Files and maintains open records requests and responses, as well as extradition requests and deadlines. Examines all files and paperwork for accuracy and completeness.

• Acts as liaison between attorneys, courts, and other agencies regarding extradition matters. Responds to inquiries from the public regarding the status of their open record request. Works closely with other government agencies and law enforcement agencies to facilitate the apprehension of defendants for extradition matters. Provides continuous updates to referring agencies and attorneys concerning extradition case status and disposition.

• Organizes, maintains and retrieves case files for open records requests. 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. 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 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. 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 extradition of defendants in cases. Transcribes legal and other technical dictation. Proofreads legal documents. 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.

• 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. Troubleshoots office equipment, printers, computers, fax machines and copiers and schedules needed maintenance. Coordinates meetings and takes minutes.

• Responds to inquiries from the media, law enforcement agencies, attorneys, and the general public regarding open records requests and extradition matters. May conduct criminal background checks and train others in conducting criminal background checks.

• 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 three (3) years of legal secretarial experience involving the use of legal forms and documents;

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 of:

• · 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.

• May be required to develop knowledge of and adhere to federal and state laws requiring the confidential handling of certain health information.

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:

• Accurately redact documents and videos pursuant to Texas Government Code Section 552.

• 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.

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.

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: 8 am - 5 pm, Monday-Friday. May work some

holidays, some nights, some weekends

Location: 416 West 11th Street, Austin, Texas

Department: District Attorney

Criminal,

Driving, Education, and Employment Background Checks Required.