This position is responsible for managing, planning, and directing the daily administrative, office, and recordkeeping functions of the department.

• Assists the Circuit Public Defender in the performance of their duties; types correspondence, envelopes, and memos.
• Receives visitors; assists customers with questions; receives deliveries from other legal offices; answers the office telephone.
• Responds to requests for information and refers certain requests and complaints from officials, clients, and the public to appropriate staff for resolution.
• Collects, sorts, and distributes mail; processes outgoing mail.
• Schedules appointments.
• Maintains office supply inventory; orders supplies.
• Opens files into the public defender database, maintains information current, and uploads received discovery.
• Performs the work of the Legal Assistant in his or her absence.
• Prepares trial subpoenas for the Circuit Public Defender; indicates witnesses and victims to be subpoenaed in computer record system; processes subpoenas to Sheriff's Office.
• Schedules interview appointments for clients and witnesses for the Circuit Public Defender; types appointment and "no show" letters.
• Files correspondence and legal documents in office filing system and accesses data and case updates in the computer terminal system; ensures proper indexing and filing of original legal documents.
• Maintains a variety of files and records including active warrants, records on felonies and misdemeanors, and the like.
• Types legal documents.
• Make arrangements for meetings and conferences for the Circuit Public Defender.
• Alphabetize case files and file documents in case files in preparation for court.
• Must be a team player with a positive can-do attitude, willing to learn additional tasks and help colleagues as needed.
• Professional phone voice & phone etiquette.
• Perform other related job duties.

• Knowledge of office administration practices and procedures such as letter writing and the operation of standard office equipment.
• Knowledge of related computer applications.
• Knowledge of legal terminology and legal research principles.Knowledge of the techniques of record keeping, report preparation, filing, and records management.
• Skill in the preparation of various documents.
• Skill in researching, compiling, and summarizing information.
• Skill in the maintenance of files, records, and appointment calendars.
• Skill in dealing with the public.
• Skill in oral and written communication.
• Ability to work independently and with minimal supervision.
• Ability to read, write, and perform mathematical calculations.

Knowledge and level of competency commonly associated with the completion of specialized training in the occupational field, in addition to basic skills typically associated with a high school education. Spanish-speaking abilities are preferred. Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.

The work is typically performed while sitting at a desk or table. The employee must occasionally lift light objects. Additionally, the following physical abilities are required:

• Feeling – perceiving attributes of objects by touch with skin, fingertips.
• Grasping – applying pressure to object with fingers, palm.
• Handling – picking, holding, or working with whole hand.
• Hearing 1 – perceiving sounds at normal speaking levels, receive information.
• Hearing 2 - receive detailed information, make discrimination in sound.
• Lifting – raising objects from lower to higher position, moving objects side to side, using upper extremities, back.
• Manual Dexterity – picking, pinching, typing, working with fingers rather than hand.
• Mental Acuity – ability to make rational decisions through sound logic, deductive reasoning.
• Reaching – extending hands or arms in any direction.
• Repetitive Motion – substantial movements of wrists, hands, fingers.
• Speaking – expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.
• Standing – for sustained periods of time.
• Stooping – bending body downward, forward at waist, with full motion of lower extremities and back.
• Talking 1- expressing ideas by spoken word.
• Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading.
• Visual Acuity 2 - color, depth perception, field of vision.
• Visual Acuity 3 - determine accuracy, neatness, observe facilities/structures.
  
• Walking - on foot to accomplish tasks, long distances, or site to site.

The work is typically performed in an office, library, or computer room.