County Attorney Administrative Assistant

Job Description

Job Description

GENERAL DESCRIPTION

This position is a non-exempt position that supports the attorneys in all aspects of representation of the State of Texas by the Burnet County Attorney's Office. Filing, document processing, record keeping, and preparation and presentation of legal documents are necessary to fulfill this position. Additionally, this person shall assist in the daily operations of the office. Responsible for receiving incoming telephone calls or walk-ins and directing people to the appropriate staff. Position entails assisting other office personnel such as the Attorneys and other Administrative Assistants. Court room presence is required as well as the preparation of legal documents as supervised by an attorney and/or the Executive Director..

ESSENTIAL RESPONSIBILITIES AND DUTIES
1 Type letters and reports and mail correspondence prepared by office personnel. Must be proficient in the English language, possess proper writing skills and knowledge in formatting correspondence. Must be able to draft legal documents under guidance of an office attorney.
2 Enter data into computer system.
3 Answer multi-line telephone, take messages, transfer phone calls. Proper telephone and speaking skills are essential.
4 Open and distribute office correspondence.
5 Make copies as requested by personnel and/or supervisor. Must be proficient at use of copy machines, fax machines, and scanning machines.
6 Maintain filing for office. This work includes the ability to open and close files according to desires of the Elected Official/Executive Director.
7 Verify court dates and provide court notification to parties by mail and/or phone, including generating and maintaining a calender for the Court.
8 Greet clients, witnesses, victims, other county personnel, and attorneys in a professional manner at all times.
9 Regular attendance is essential. Must arrive at work on time, prepared to perform assigned duties and work assigned schedule.
10 Prepare legal documents such as petitions and court motions at the direction of an office attorney.
11 Other duties as assigned within the scope of the office.
12 Must maintain confidentiality of all information learned in the scope of employment until time when information is made public by Elected Official or his/her direction OR upon time when information is required to be made public by law.
13 Receive reports from state agencies and/or law enforcement agencies and prepare documents for fiiling in court. Must be able to educate the public as to the processes followed by the office in handling such documents and the other services offered by the office. 14 Be able to coordinate with all parties involved in cases involving the office in an efficient and effective manner.
15 File cases on behalf of the office and be able to ensure that process for cases filed is properly completed

ADDITIONAL RESPONSIBILITIES

1 Run errands on behalf of the office.
2 Cross-train with the other non-exempt positions in the office and be prepared to occasionally perform such other duties.
3 Perform all other related duties involved in the operation of the office as assigned or required.
4 Must be able to perform assigned duties in an efficient manner and work well with others without posing a direct threat to the health and safety of themselves and/or others. Must possess a cooperative and positive attitude at all times at work.
5 Must be able to Notarize legal documents on behalf of the office.
6 Shall be required to attend court and other related meetings as assigned. Must mantain a professional appearance at all times, fulfilling the dress code requirements of a court in which they may appear.

EDUCATION REQUIREMENTS

A High School diploma or equivalent. Must have knowledge of general office equipment, including personal computer and typing. Must be able to properly prepare legal documents at the direction of an attorney.

EXPERIENCE AND SKILLS
• Must have the ability to meet and serve the public in a friendly and efficient manner.
• Requires knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition and grammar. Must also have the ability to read and understand information and ideas presented in writing. Must have the ability to speak English clearly to be understood by others.
• Must have and maintain the ability to work independently.
• Must have and maintain the ability to use computer systems necessary to perform duties.
• Must have and maintain the ability to alphabetize and operate basic office equipment.
• Must be able to type accurately and check and correct work.
• Must possess and maintain a valid Texas Drivers License at all times. A driving permit or occupational license is not allowed.
• Must have or be able to receive accreditation to become a Notary Public under Texas law.

PHYSICAL DEMANDS AND WORK ENVIRONMENT
While performing the duties of this position, the employee is

frequently required to talk, hear, see, sit, stand, kneel, climb, feel, use fingers to handle, and arms to reach and carry. The employee must be able to lift up to 15 pounds regularly.
Specific vision is required by this job, including the ability to see up close and at distance.

SPECIAL CONDITIONS

This position determines how to prioritize work so that it is accomplished in a timely and professional manner.
• Must proofread and review work to determine if revisions are required.
• Determine how to handle hostile members of the public and where to refer challenging phone calls.
• Decisions regarding personnel issues, client or attorney complaints, and legal and/or policy questions are to be referred to the Elected Official and/or Executive Director..
• Must complete/pass a criminal background check.
• Must become CJIS certified at the Security and Privacy: General Role.