Legal Secretary Mental Health

Full Job Description

The Travis County Public Defender’s Office (PDO) is a comprehensive public defender office envisioned to be client-centered, independent, and innovative to the needs of Travis County residents.

Consistent with nationally recognized best practices, the PDO provides high-quality holistic defense representation and other support to people, including juveniles and those living with serious mental illness/intellectual or developmental disability, accused of criminal offenses via its three divisions- General, Juvenile and Mental Health.

Legal Secretaries are an integral part of the interdisciplinary practice team supporting the administrative needs of the team and maintaining and managing client and case information.

Legal Secretaries work closely with all advocates, including attorneys, social workers, investigators, and paralegals, to collect, organize, and prepare files and legal documents relating to representation of PDO clients at all stages - intake through disposition.

Legal Secretaries manage the administrative work of the client intake process during Counsel at First Appearance (CAFA).

DISTINGUISHING CHARACTERISTICS:

This is the first in a series of two legal secretarial-related job classifications within the Administrative Support job family.

This classification is distinguished from the Legal Secretary Senior in that incumbents typically have less experience and do not function as lead Legal Secretaries or work directly for a Division Director.

Sensitivity to detail and confidentiality.

Requirements

Drafts, under attorney supervision, various legal documents, including pleadings, motions, judgments, dispositions, subpoenas and correspondence for use in legal proceedings.

Records messages of adjudication and disposition of cases, real estate and business transactions, child support payments or the status of contract and opinion preparations.

Examines all files and paperwork for accuracy and completeness. Logs all file enhancements with updated status. Creates and updates case lists. Organizes case lists by attorney or investigator.

Creates, organizes and prepares case files. Notifies personnel of case assignments and case closures.

Corresponds regularly with clients regarding the status of cases, providing continuous updates about the representation through disposition.

Informs clients about important issues including but not limited to missed court appearances, change of court date and reassignment of counsel. Drafts notices of appeal.

Assists with emergency client needs.

Organizes, maintains, and retrieves case and office information for all members of the advocacy team.

Enters, updates, and retrieves information using multiple systems and databases, including an internal case management system.

Uses the computer to process, retrieve, and disseminate information and documents, including word processing functions for letters, memoranda and legal documents/correspondence.

Proofreads legal and other documents. Assists attorneys in court and helps maintain court dockets and calendars and tracks all matters related to individual clients across all attorney caseloads.

Performs notary public services.

Serves as backup for other administrative staff, which includes, phone coverage and reception back-up, sort and distribute mail, schedule appointments on behalf of staff, submit facilities work orders, monitor inventory levels of office and equipment supplies and client closet items.

Assist with staff training, answer questions having to do with the internal case management database.

Performs other job-related duties as assigned.

Qualifications

Education and Experience:
Associate's degree in Legal Secretarial Science, Paralegal Studies, Criminal Justice, Public Administration, Business Administration or a directly related field AND two (2) years of advanced secretarial experience, including one (1) year as a Legal Secretary;

OR,

Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job.

Licenses, Registrations, Certifications, or Special Requirements:
Please attach your resume to your online application.

Preferred:

• Applications with a cover letter detailing interest in the position, including why you want to work for the Travis County Public Defender’s Office.
• Mission-aligned experience (work or lived) advocating on behalf of or supporting people/communities directly impacted by the criminal/immigration/indigent civil legal system.
• Ability to fluently speak and write in Spanish.
• Licensed Notary Public.

Knowledge, Skills, and Abilities:

Knowledge of:

• Policies, practices, procedures and legal terminology related to court system.
• Legal terminology, principles, procedures, documents and forms.
• File management and modern office practices.
• Word processing and other software programs.
• Business letter writing, grammar and punctuation, and report preparation.
• May be required to develop knowledge of and adhere to federal and state laws requiring the confidential handling of certain health information.

Skill in:

• Organizing, updating and filing legal case files.
• Working with attorneys and other legal personnel in a high volume environment.
• Preparing legal correspondence.
• Operating a variety of modern office equipment, including a computer.
• Both verbal and written communication.

Ability to:

• Work independently on difficult or complex clerical tasks.
• Prepare, verify, correct and record legal documents and complicated legal instruments.
• Maintain confidential data and information.
• Establish and maintain effective working relationships with County employees and officials, attorneys, court personnel, law enforcement agencies, representatives of outside agencies, and the general public.

Additional Information

The PDO is committed to inclusive hiring and dedicated to diversity in our work and staff. The PDO strongly encourages candidates of all identities, experiences, abilities and communities to apply. All applicants should be dedicated to working in and sustaining an environment that enables staff and clients to feel empowered, valued, respected, and safe. In considering applicants, the PDO values an applicant’s experience and/or thoughtfulness in working with people from communities that experience marginalization.

Physical requirements include the ability to lift/carry up to 25 pounds occasionally, visual acuity, speech and hearing, hand and eye coordination and manual dexterity necessary to operate a computer and office equipment. Subject to sitting, client/customer contact, standing, walking, vision to monitor, listening to recording, repetitive motion, stooping/kneeling, squatting, bending, and reaching to perform the essential functions.

Travis County employees play an important role in business continuity. As such, employees can be assigned to business continuity efforts outside of normal job functions.

This position is anticipated to start in February 2026.

Work Hours: 8a-5p, Monday-Friday
Works 6a-3p or 2p-11p some holidays, some nights, some weekends 2-3 x month

Department: Public Defender’s Office, Mental Health Division

Location: 1010 Lavaca Street, 4th floor, Austin, TX 78701

Post-Offer Criminal Background Check Required.

For updates or questions on this position, contact: mhpdcareers@traviscountytx.gov

This job description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and overtime eligibility may vary based on the specific tasks assigned to the position.