Legal Secretary

Under minimal supervision, provides legal secretarial assistance to assigned agency staff. Enters, updates and retrieves information using multiple systems and databases. Collects, organizes and prepares files and materials for agency staff for use in court appearances or for transacting other legal business. Schedules appointments and maintains calendars. Acts as a liaison between agency, other agencies, and the public.

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.

• Acts as agency subpoena liaison. Receives subpoenas and forwards subpoenas to employees. Returns signed acceptances to be forwarded to the court.
• Answers unit phone and responds to questions related to open records, requests, subpoenas, lawsuits, and other Paralegal Operations related issues. Transfers calls and takes messages. 
• Supports paralegals by obtaining, organizing, and scanning in responsive documents. Assistant to Paralegals; assists with research and interpretation of data to include Open Records Requests, Litigation, Civil Service Commission Grievances, EEOC Complaints, TCHR Complaints, Subpoenas for employees and Subpoenas Duces Tecum.
• Acts as liaison between attorneys, courts, witnesses, victims, other agencies and departments and the public. Responds to inquiries from defense attorneys, victims, witnesses, other agencies and the public regarding the status of requests, cases, or contract and opinion preparations. Assists other government agencies and law enforcement agencies to facilitate the apprehension of defendants, docketing and prosecution of cases.
• 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.  Maintains spreadsheets for statistics. Proofreads legal documents prepared by staff.
• Compiles and types statistical reports and keeps monthly statistics. Performs notary public services.
• Performs a variety of highly complex administrative work unique to the unit. Applies occupational knowledge to examine and determine matters requiring comprehensive knowledge of department policies and procedures.
• Performs tasks involving processing forms, letters, data entry/retrieval.
• Provides advanced customer service and encourages positive public relations. Screens walk-ins, telephone callers, or complainants and refers to appropriate office or location, Acts as a liaison between Paralegals and attorneys, other agencies, and the public. Proofreads files and paperwork for accuracy and completeness.
• 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:
Applicants are required to attach a resume with the online application.

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.

• 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.

• 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.

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.

Work Hours: 8:00 AM to 5:00 PM; Monday through Friday 

Department: Sheriff

Location: Austin, TX

Drug and Alcohol Test Required
Criminal, Credit, Driving, Education and Employment Background Check Required