Administrative Assistant

GENERAL SUMMARY:

The Administrative Assistant provides essential support to the Public Defender's Office by performing a variety of administrative and clerical duties. This role ensures the efficient operation of the office, assisting attorneys, paralegals, and other staff in meeting the needs of clients and the public. The Administrative Assistant will handle office communications, maintain records, assist with scheduling, and perform other duties as assigned, contributing to the effective delivery of legal services to indigent clients.

Key Responsibilities:

Clerical Support:

• Answer phone calls, take messages, and direct inquiries to the appropriate staff members.
• Maintain and organize office filing systems, including legal and administrative records.
• Prepare, proofread, and file documents, including correspondence, court filings, and client records.
• Process incoming and outgoing mail, faxes, and emails
• Scheduling & Coordination:
• Schedule appointments, hearings, and meetings for attorneys and clients.
• Coordinate court dates and assist with calendar management for the office.
• Ensure all deadlines are met for document submissions, court filings, and client appointments.
• Client Interaction:
• Greet clients, visitors, and other stakeholders, ensuring they are directed to the appropriate legal staff.
• Assist clients with completing forms, gathering documentation, and understanding procedural requirements.
• Data Entry & Record Management:
• Maintain accurate client files and legal documentation in both paper and electronic formats.
• Update case information and ensure all relevant documents are included in client files.
• Maintain confidentiality of sensitive client and case information in accordance with legal and ethical standards.
• Miscellaneous Duties:
• Perform general office tasks such as scanning, photocopying, and faxing documents.
• Assist attorneys and paralegals with case preparation and research as required.
• Perform other duties as assigned by the office manager or chief public defender.

Qualifications:

• Education:
• High school diploma or equivalent required; Associate's degree preferred.
• Experience:
• Previous experience in an administrative or office support role, preferably in a legal or government setting.
• Experience with office equipment, including computers, phones, copiers, and fax machines.
• Skills & Abilities:
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks and prioritize effectively.
• Proficient with Microsoft Office Suite (Word, Excel, Outlook) and office equipment.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Knowledge of legal terminology and procedures is a plus, but not required.
• Personal Qualities:
• Strong interpersonal skills and the ability to work collaboratively with a diverse team.
• Ability to handle stressful situations and interact professionally with clients, attorneys, and court personnel.
• Strong work ethic and proactive problem-solving abilities.

Working Conditions:

• Full-time, 37.5 hours per week; occasional evening or weekend work may be required based on case needs or deadlines.

1.

Job Type: Full-time

Pay: From $17.78 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $18