Administrative Support

Position Summary: Under general supervision, completes wide range of responsibilities associated with work flow of cases through Public Defender’s Office

Essential Duties:

1. Answers telephone calls and, based on caller’s needs, gathers information and/or refers to appropriate person in department.
2. Assists walk-in clients with finding information on court dates, bench warrants, and other issues as needed. Refers customers to other department personnel as appropriate.
3. Files paperwork. Creates files.
4. Prepares and retrieves mail, opens and stamps mail, and delivers mail.
5. Assists current and prospective clients with applications for ARD, IP, and representation.
6. Performs various responsibilities associated with assorted court actions:

• Types and copies discoveries, letters, and motions for attorneys.
• Serves Court Administration, District Attorney’s Office, and Prothonotary Office with continuances and motions.
• Prepares Central Court, Gagnon II, and magisterial district justice hearing lists.
• Prepares continuance requests and changes by notifying clients and opposing attorney.
• Processes expungements.
• Processes summary appeals.
• Processes Superior Court appeals.
• Checks and updates lists of arraignments.
• Posts Court schedules.
• Mails letters to applicants when their requests are not accepted.

1. Collects expense reports, ensures their signature, and submits them to the Controller’s Office.
2. Collects timecards, ensures their signature, and submits them to the Controller’s Office.
3. Transcribes documents for attorneys from tapes and recording devices.
4. Types, copies, and sends letters to all involved parties for conflict hearings.
5. Assists administrative supervisor as needed with clerical duties, client contacts, mental health hearings, and attorney scheduling.
6. Updates information in computer and files.
7. Tracks office supplies; orders when needed.
8. Performs other duties as assigned or directed.

Requirements

Requirements:

1. Holds high school diploma or GED
2. Minimum of two years’ administrative experience
3. Experience maintaining confidentiality
4. Demonstrated experience setting schedules, meeting deadlines, and managing multiple priorities
5. Computer literacy, including knowledge of current office practices, procedures, and equipment
6. Ability to understand and follow detailed oral and written instructions, and to use sound judgment
7. Ability to establish and maintain effective working relationships with coworkers, lawyers, court and government officials, and general public
8. Regular, consistent presence at work site(s)

Skills and Abilities:

1. Knowledge of the form and content of various types of legal documents and records
2. Understanding of the methods and techniques of recording, indexing, and processing legal documents
3. Familiarity with pertinent legal terminology
4. Effective interpersonal relations and communications skills
5. Courteous, patient, and professional demeanor

Physical Requirements and Work Environment:

• Manual dexterity to perform data entry, filing, and handwriting
• Ability to sustain predominantly sedentary job consisting of periods of sitting, interspersed with twisting, reaching, bending, and occasional standing
• Occasional walking, with potential to climb and descend stairs
• Strength necessary to occasionally lift and carry up to ten pounds
• Works exclusively indoors except for lunch break, with normal amounts of noise, adequate lighting and ventilation, and limited mobility required within Courthouse
• Hearing
• Vision requiring varying focus, distinguishing colors, and long periods reading a computer monitor

Special Needs:

1. Reliable transportation

Benefits

Competitive benefits package starts immediately upon hire and includes 90% employer-paid PPO health and prescription plan, defined benefit pension plan, optional defined contribution plan, vision insurance, group term life insurance, short-term disability, sick leave, and ample time-off provisions.