Senior Secretary (80370)

Job Title

The objective summary of this job classification is to perform advanced secretarial duties utilizing legal terminology, established procedures and template documents in support of the District Office. Also responsible for performing some specialized clerical tasks.

Essential Functions

Provides specialized administrative services in support of the District Office.

Organizes work assignments on a daily and/or weekly basis by exercising independence and judgment that is greater than lower level positions.

Assists with preparing legal correspondence under close guidance and/or supervision of a Paralegal, Office Manager or attorney.

Transcribe and proofread legal documents under general guidance of a supervisor/manager or attorney.

Performs administrative duties such as providing information to callers, taking dictation, composing and typing routine correspondence, and reading and routing incoming mail.

Process court notices and client discovery.

Schedule meetings and appointments and coordinate conference calls.

Conducts legal research for review by an attorney.

May provide fiscal, management, information systems, human resources and other administrative tasks for a legal organization or an attorney.

Files correspondence and legal documents in office filing system.

Ensures proper indexing and filing of original legal documents

Prepare court dockets for distribution

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.

Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)

Assists in the ordering, receiving, stocking and distribution of office supplies.

Assists with other related clerical duties such as photocopying, faxing, filing and collating.

Drop off or accept indigent defense applications (in a jail or correctional facility setting).

May need to go to court for pick up for drop off of documents.

Pick up discovery from District Attorney(s) Office and police department(s).

Provide referrals to community resources or other services.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Performs related and other duties as assigned.

Minimum Qualifications

High school diploma or GED with one (1) year of directly related clerical and/or secretarial experience utilizing legal terminology, procedures and documents.

Employment Requirements

Must possess and maintain a valid driver's License. Employment eligibility to work with the Law Offices of the Public Defender (LOPD) in the U.S. is required. We are not able to sponsor or take over sponsorship of an employment Visa. Collective Bargaining: This position is covered by a collective bargaining agreement and all terms/conditions of that agreement apply and must be adhered to. Default FLSA: Non-exempt: In accordance with DOL FLSA and LOPD NMAC and LOPD's Compensation Agreement that is signed upon hire during onboarding classifications identified as non-exempt may be compensated for all authorized hours (subject to approval from a supervisor) worked over 40 hours in a work week (begins on Saturday). These classifications may decline overtime. LOPD compensates with compensatory time (paid time off accrued) at a 1.5x rate in lieu of cash payments, if they request to work extra hours in advance and get approval from their supervisor. These classifications are not eligible for cash payments for extra hours worked. Compensatory time may be paid out upon leaving the department depending on budget availability. The Law Offices of the Public Defender is an Equal Opportunity Employer and does not discriminate on the basis on race, color, ancestry, national origin, sex, age, spousal affiliation, sexual orientation, gender identity, veteran status, political affiliation or religion, mental or physical disability, or serious medical condition. This job advertisement may be used to fill multiple vacancies. Preference may be given to multilingual applicants fluent in English and other languages.