Discovery File Clerk

Job Description

Job Description

SUMMARY: The purpose of this position is to support prosecutors and legal staff in the management, organization, and dissemination of criminal case records, maintain files and the Law Library. This position plays a critical role in ensuring timely compliance with discovery obligations, maintaining accurate case files, and assisting with administrative functions that support the prosecution of criminal cases.

 

ESSENTIAL JOB FUNCTIONS:

• Maintain and update databases and spreadsheets.
• Ensure all discovery materials are properly uploaded, labeled, indexed, and maintained within the office's case management and document management systems.
• Prepare discovery packets for defense attorneys in compliance with the Texas Code of Criminal Procedure, office policies, and prosecutor directives.
• Upload and distribute discovery through approved electronic discovery platforms and other authorized methods.
• Maintain detailed records of discovery disclosures, including dates provided, method of delivery, and materials disclosed.
• Track and document ongoing discovery obligations throughout the life of each case and provide supplemental discovery as new materials are received.
• Oversee the collection, review, and distribution of discovery materials, including digital evidence, ensuring compliance with Article 39.14.
• Maintain and update information in the case management system, ensuring accurate tracking of case files, deadlines, and discovery materials.
• Manage digital evidence files, including uploading, organizing, and disseminating evidence through secure platforms.
• Assist in the preparation, review, and filing of legal documents related to discovery.
• Ensure all discovery processes meet legal and procedural requirements, staying updated on any changes to relevant laws or procedures.
• Identify and notify prosecutors of potential discovery issues, missing evidence, duplicate disclosures, or materials requiring review before release.
• Verify that discovery materials are complete, organized, and accessible before disclosure.
• Receive, organize, scan, and maintain criminal case files for revocations/adjudications motions.
• Maintain and organize legal reference materials, including statutes, case reporters, legal treatises, periodicals, and electronic resources.
• Catalog, file, shelve, and update legal materials in accordance with established library procedures.
• Monitor and process incoming legal publications, supplements, and updates.
• Remove outdated materials and ensure library collections remain current and accurate.
• Assist with inventory management and annual audits of library resources.
• Maintain orderly library facilities and ensure materials are readily accessible
• Notarize documents.
• Support court personnel as needed.
• Assist the public with office inquiries.
• Assist with answering phones and routing calls when needed.
• Perform other duties as assigned.

 

SUPERVISORY/BUDGET RESPONSIBILITIES:

This position has no supervisory or budgetary responsibilities.

 

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of appropriate protocol to use when handling phone calls and addressing staff or visitors, including the use of titles for elected officials, law enforcement, military personnel, and judicial officials.
• Knowledge of word processing and spreadsheet applications.
• Skill in communicating with clarity and accuracy to convey information and with tact to resolve problems and conflicts while remaining empathetic if necessary.
• Skill in operating office equipment (e.g., computers, printers, copiers, and facsimile machines) and the ability to troubleshoot routine problems and to request and coordinate repair service when necessary.
• Skill in writing to include clarity, conciseness, logical ordering of ideas, use of proper sentence structure, spelling, punctuation, vocabulary, and grammar, as needed to compose, edit, and proof legal documents, correspondence, and other paperwork.
• Skill in oral communication to include clarity, accuracy, accuracy, and conciseness as needed to provide information to callers and visitors and route calls to appropriate personnel.
• Ability to handle information of a sensitive and confidential nature and to maintain the confidentiality of legal, criminal, or personnel matters.
• Ability to exercise sound judgment and discretion regarding disclosure and reporting of information.
• Ability to handle multiple tasks simultaneously, to complete work despite frequent interruptions, and to organize and prioritize tasks.
• Ability to work independently with little supervision and guidance in a fast-paced environment.
• Ability to handle confidential and sensitive information.
• Ability to adapt to changing priorities in a fast-paced environment.
• Attention to detail and accuracy.

 

MINIMUM QUALIFICATIONS:

• Must be knowledgeable and functional with Microsoft Products.
• Must be able to answer phones professionally.
• High School Diploma or equivalent experience.
• Compensation will be based on experience.

 

WORKING CONDITIONS:

Position is located in an office environment with little or no exposure to environmental conditions. Health and safety hazards are minimal. No protective equipment is required. Fine dexterity, sitting, hearing, talking and vision are constantly required. Frequently, walking, lifting, carrying, reaching, handling, pushing and pulling are required. Occasionally, bending and standing are required.

 

CONDITIONS OF EMPLOYMENT:

• Must successfully complete a pre-employment drug screen.
• Must successfully complete a background investigation.