Legal Secretary - Public Defender

Job Code:03045   Salary Grade: 11   Salary: $19.52/hr - $31.43/hr   FLSA: Nonexempt

The purpose of this classification is to perform routine and specialized clerical and secretarial tasks in support of assigned attorneys.

Essential Functions:

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Prepares and processes a variety of legal and court documents and information; gathers, transcribes, composes, types, reviews, and submits documentation to appropriate personnel and parties.

Monitors, tracks and maintains documentation regarding cases, status of cases, hearings, amendments to court rules, case law, etc.; tracks court documents, filings, and scheduling; follows-up on docket entries, opinions, appeals, criminal complaints, fugitive warrants, etc.; and compiles statistics and prepares related reports.

Distributes documentation between department/staff members and internal/external individuals/agencies, including but not limited to handling of paper and electronic court filings; distributes/delivers incoming faxes, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; processes outgoing mail; and copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.

Maintains file system of various files/records; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; enters records and documentation into computer; updates and verifies accuracy of information entered; prepares files for hearings and trials; ensures all documentation and records are included in files; and closes files as needed.

Maintains and prepares calendars; schedules and confirms appointments, meetings, interviews, conferences, court trials, hearings, substitutions, and related activities; creates, distributes and updates calendar on a regular basis; and notifies parties involved of changes.

Greets visitors and the general public; provides information/assistance regarding department services, procedures, documentation, or other issues on the phone or in person; distributes forms and documentation; may meet with potential clients and review financial affidavits; responds to questions or complaints; researches problems/complaints; and initiates problem resolution.

Answers incoming telephone calls; communicates with the general public, visitors, County staff and other individuals; provides assistance and information; refers callers to other staff members as appropriate; forwards calls to appropriate departments; and takes messages.

Relieves assigned staff of routine administrative tasks; screens telephone calls, mail, and other communications and initiates appropriate action/response; records dictation; types, composes, edits, and proofreads correspondence on behalf of staff; and records and/or transcribes correspondence, statements, minutes, or other information; keeps staff informed of significant matters, messages, documentation, or other information.

Supplemental Information:

The Public Defender’s Office is seeking a highly organized and detail-oriented Legal Secretary to provide administrative support to attorneys and office staff. The ideal candidate must have knowledge of the legal system and be proficient in Odyssey. Experience with JCATS is preferred.

Key Responsibilities:

• Manage and maintain legal files and case documentation.
• Answer and direct calls on a multiline telephone system with professionalism.
• Provide excellent customer service to clients, attorneys, and staff.
• Assist attorneys with case management and administrative tasks.
• Handle confidential information with discretion.
• Ensure dependability and punctuality in daily responsibilities.

Qualifications:

• Knowledge of legal procedures and terminology.
• Proficiency in Odyssey case management system.
• Experience with multiline phone systems.
• Strong communication and interpersonal skills.
• JCATS experience is preferred but not required.
• Ability to multitask in a fast-paced environment.
• Reliable, punctual, and detail-oriented.
  
  Minimum Qualifications:
  Associate degree in Administrative Professional or related field; one year of experience in providing administrative support in a court or legal setting; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
  Specific License or Certification Required: Must possess and maintain a valid Georgia driver’s 
  license.

Salary : $20 - $31