The Travis County Public Defender’s Office (PDO) is a comprehensive public defender office envisioned to be client-centered, independent, and innovative to the needs of Travis County residents. Consistent with nationally recognized best practices, the PDO provides high-quality holistic defense representation and other support to people accused of criminal offenses in Travis County.

Legal Secretaries are an integral part of the interdisciplinary practice team supporting the administrative needs of the team and maintaining and managing client and case information. Legal Secretaries work closely with all advocates including attorneys, social workers, investigators, and paralegals to collect, organize, and prepare files and legal documents relating to representation of PDO clients.

* The position may be filled before the closing date. Applications will be reviewed and selected candidates will be contacted on a rolling basis. *

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.

• Drafts, under attorney supervision, various legal documents, including pleadings, motions, dispositions, subpoenas, and correspondence for use in legal proceedings. Records messages of adjudication and disposition of cases. Examines all files and paperwork for accuracy and completeness. Creates and updates case lists. Creates, organizes, and prepares case files. Maintains internal PDO records of case assignments, case status, and case closures.
• Corresponds regularly with clients regarding the status of cases, providing continuous updates about the representation through disposition. Informs clients about important issues including but not limited to missed court appearances, change of court date and reassignment of counsel. Drafts notices of appeal.
• Assists with emergency client needs.
• Organizes, maintains, and retrieves case and office information for all members of the advocacy team. Enters, updates, and retrieves information using multiple systems and databases, including internal case management system. Uses the computer to process, retrieve, and disseminate information and documents, including word processing functions for letters, memoranda and legal documents/correspondence.
• Proofreads legal and other documents. Assists attorneys in court and helps maintain court dockets and calendars and tracks all matters related to individual clients.
• Schedules appointments and sorts and distributes incoming mail. Compiles and types statistical reports and keeps monthly statistics on cases. Performs notary public services. Performs as backup for other clerical staff. 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 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:
Please attach resume to online application.

Preferred:

• Ability to fluently speak and write in Spanish; may occasionally assist with translation or interpretation services for team members.
• Applications with a cover letter detailing interest in the position, including why you want to work for the Travis County Public Defender's Office.
• Mission-aligned experience (work or lived) advocating on behalf of or supporting people/communities directly impacted by the criminal/immigration/indigent civil legal system.

• 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.

The PDO is committed to inclusive hiring and dedicated to diversity in our work and staff. The PDO strongly encourages candidates of all identities, experiences, abilities and communities to apply. All applicants should be dedicated to working in and sustaining an environment that enables staff and clients to feel empowered, valued, respected, and safe. In considering applicants, the PDO values an applicant’s experience and/or thoughtfulness in working with people from communities that experience marginalization.

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.

This position is partially funded through a multi-year grant from the Texas Indigent Defense Commission.

The position is anticipated to start Summer 2023.

Department: Public Defender’s Office

Location: 1010 Lavaca Street, 2nd floor, Austin, TX 78701

Post-Offer Criminal Background Check Required.