Legal Secretary - Public Defender (Non-Merit)

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.


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.