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Confidential Secretary to the Public Defender 1 Jurisdiction: Schuyler County Jurisdictional Classification: Exempt Revised: July 21, 2005; Reviewed: June 1, 2011; Revised: January 24, 2014; Revised: November 30, 2021 CONFIDENTIAL SECRETARY TO THE PUBLIC DEFENDER Job Description: Full-time position responsible for providing administrative, management, paralegal and clerical duties as established by the Public Defender. There is no backup position for this post. The Confidential Secretary has an enormous responsibility for excellent attendance, a diligent work ethic and a team spirit to work with all departments of the County. The position requires significant contact with court personnel, attorneys and various law enforcement officials. The confidential secretary duties are parallel to that of a law office manager – performing all administrative duties under the direction of the Public Defender and the three Assistant Public Defenders but having considerable independence of action and judgment. Incumbent also assists with the Assigned Counsel Plan. Duties of Confidential Secretaries: Perform administrative, management, paralegal and clerical duties to include: Reception—open mail, answer phone, or greet visitors personally; give or receive information, act on information, or refer as appropriate. Files--—open, maintain, review for completeness, close, coordinate records retention. Order office supplies and furniture and prepare vouchers. Assist with preparation of County budget and maintain departmental accounts. Perform legal or other research. Maintain up-to-date reference materials and forms. Prepare, type, and disseminate a variety of documents, reports, and correspondence. Gather information and prepare reports. Take minutes or dictation, then transcribe. Maintain logs of documents and act on in a timely manner. Schedule appointments. Maintain employers’ and department calendars integrating with Courts, Legislature, etc. Prepare travel requests, make travel arrangements and prepare vouchers. Attend meetings or court proceedings at employers’ request. Maintain employee logs and prepare Personnel Activity Reports and Accrual reports. Prepare resolutions for Legislative approval. Supervise and train other clerical employees (if applicable). Perform other duties as assigned by employer. Confidential Secretary to the Public Defender Duties: Report preparation and submission to the New York Unified Court System to comply with the statistical reporting requirements of New York State law. Quarterly report preparation and submission to New York State Office of Indigent Legal Services. Communicate with professionals to include town/village Justices, attorneys, Sheriff’s Department, etc. (in person, by letter, and by telephone). Must possess excellent communication skills to deal with numerous professionals on a daily basis. Prepare and submit vouchers for professional fees/services, subpoena fees, supplies, mileage, etc. Notarize legal documents. ---PAGE BREAK--- Confidential Secretary to the Public Defender 2 Attend Department Head and Public Safety/Criminal Justice meetings at supervisor’s request. Assist applicants, when necessary, in completing applications for Public Defender/Assigned Counsel Services. Determine eligibility of applicants based on eligibility guidelines, seriousness of crime, etc. Receive, download in a timely manner, manage files, and notify attorneys regarding newly mandated discovery requirements. Maintain client database. Assist with Assigned Counsel Plan: Has autonomy in making decisions regarding assignment of counsel, including determination of conflicts, and suitability of counsel to be assigned. Review applications for completeness for Public Defender services or assigned counsel for both criminal defense and family court. Correspond with applicants and others for additional information/verification of employment or financial information if required. Assist persons, when necessary, in completing applications for Public Defender services. Open files with complete documentation and proper labeling for assigned counsel, and forward or deliver files. Office of Indigent Legal Services Duties (per grant funding): Assist in the pursuit of grant funds to provide services to indigent defendants. Compile statistical data regarding indigent defense services and assist in state reporting of data. Make arrangements in application of grant funds in pursuit of assisting counsel to make appearances at first arraignments. Suggested Education and Experience: A. Associate’s degree in Office Technology, Legal Secretarial, Paralegal, or Business Administration and two years of legal secretarial or paralegal experience which included computer use and bookkeeping; or B. Four years of experience as described in or C. An equivalent combination of training and experience as defined by the limits of and Other Qualifications: Excellent office skills including keyboarding, office equipment, and personal computer; Knowledge of commonly used software programs for word processing and spreadsheets; Ability to communicate effectively both orally and in writing; Ability to perform legal or other research; Ability to analyze and compile data and write reports; Ability to establish and maintain positive working relationships with others; Ability to perform basic bookkeeping; Ability to maintain highest standards of confidentiality; Ability to exercise autonomy in making decisions; Highly organized; Physical condition commensurate with the demands of the position.