As an Administrator/Paralegal for the Public Defender’s office, you will be responsible for serving and protecting the indigent defendants and families of Floyd County by preparing and maintaining case files, assisting attorneys and the public, and completing related clerical duties.
DUTIES:
Prepare drafts of various documents, including pleadings and responses, motions, legal memorandums, briefs, and exhibit and witness lists. Types a wide variety of correspondence as requested by individual attorneys and responds in writing to clients’ legal questions and concerns. Reviews, edits, and amends documents, ensuring they are complete, signed, and notarized. Edits and amends legal documents and paper for filings. Files legal documents as listed with the appropriate court and case. Performs electronic filings in criminal courts, juvenile proceedings, CHINS/TPR proceedings, and others as needed. Answers telephone and greet office visitors, including providing information and assistance, taking messages and/or referring caller to appropriate department or individual. Schedules appointments and updates records for court and trial dates. Assigns criminal cases to attorneys within appropriate court and record. Merges defendants/clients into appropriate database/system and organizes filings and profiles. Makes notations in appropriate document management software system, to provide information to attorneys and maintain communication. Assists attorneys and courts to ensure deadlines for filings are met. Maintains assigned caseload and facilitates attorneys representing persons charged with criminal, juvenile, misdemeanor, CHINS/TPR, and various other. Assists attorneys in preparation for bond hearings, pretrial conferences, line-ups, consultations, depositions, jury trials, sentencing, fact-finding hearings and termination of parental rights hearings and defense of cases before the court and/or jury, including conducting factual and legal research, participating in depositions, investigating evidence, and reviewing previous pleadings and discovery motions. Assists attorneys with coordination with problem-solving courts. Contacts and interviews clients, witnesses, and others, gathers reports from doctors, hospitals, mental health agencies, schools, and other agencies, evaluating and providing written summaries of records for individual attorneys. Prepares subpoenas for records as necessary. Performs computer and library research on various legal issues as assigned. Locates and acquires documents, court orders, and law enforcement videos, reviews police reports and tapes for probable cause and other issues and provides written summaries for individual attorneys. Reviews court hearing recordings and prepare summaries and/or written transcripts as requested by individual attorneys. Prepares and files cases for appeal, mailing certified copies to appropriate parties, monitoring and ensuring time deadlines and responding as necessary. Attends conferences, seminars, workshops and related professional education and development programs as required. Assists in maintaining Department compliance with the requirements of the Commission on Court Appointed Attorneys for reimbursement. Backs up and/or fill in for Office Manager as needed. Performs other related duties as assigned.JOB REQUIREMENTS AND DIFFICULTY OF WORK: Bachelor’s degree in related field and related work experience. Possession of or ability to obtain and maintain Indiana Notary Public commission preferred. Ability to meet all hiring and retention requirements, including but not limited to drug test. Practical knowledge of Floyd County Public Defender’s office standard policies and legal requirements and courts system and operations, including laws and legal terminology, administrative regulations, and official court policies and practices, with ability to prepare case files and legal documents and apply appropriate procedures to assigned duties accordingly. Practical knowledge of standard office procedures, basic computer skills including data processing/spreadsheet/presentation/email/internet, as well as Department-specific software/applications, such as applicable document/case management systems and electronic filing, with ability to apply such knowledge to a variety of interrelated processes, tasks, and operations. Practical knowledge of with ability to apply Indiana Codes and Statutes and Indiana Case Law. Thorough knowledge of and ability to apply federal, state, and local laws and ordinances to a wide variety of individual situations and circumstances for the preparation of cases and defense of clients before the court. Thorough knowledge of standard legal procedures and practices and ability to effectively assist individual attorneys in the preparation of cases before the court. Familiar with legal ethics. Working knowledge of standard English grammar, spelling, and punctuation, and ability to prepare documents, correspondence, and detailed reports within established deadlines. Working knowledge of basic filing systems with ability to create and maintain accurate and complete Department files. Working knowledge of the procedures used in maintaining Department compliance with the requirements of the Commission on Court Appointed Attorneys for reimbursement. Ability to obey all written and oral orders and directive from department superiors. Ability to perform essential functions of the position without posing a direct threat to the health of self and others in the workplace. Ability to provide public access to or maintain confidentiality of department information and records according to State requirements. Ability to properly operate computer software and other equipment and technology utilized by Department such as computer, calculator, telephone, copier, fax machine, and scanner. Ability to understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written form. Ability to effectively communicate orally and in writing with co-workers, other County/City/ State/Federal departments/agencies, attorneys, defendants, court officials, witnesses, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities. Ability to serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons. Ability to speak clearly and distinctly and hear/be heard and understood when communicating. Ability to provide public access to, or to maintain confidentiality of, department information and records according to State requirements. Ability to work alone and with others in a team environment with minimum supervision. Ability to plan and layout assigned work projects, work rapidly for long periods, work on several tasks at the same time, often under time pressure, and complete assignments effectively amidst frequent distractions and interruptions. Ability to apply knowledge of people and locations, read/interpret/prepare detailed documents or reports, advise people, and interview to obtain information. Ability to compare or observe similarities and differences between data, people, or things, compile/classify/observe/analyze data, investigate, and take action based on data analysis. Ability to comply with all employer and department policies and work rules, including, but not limited to attendance, safety, drug-free workplace, and personal conduct. Ability to apply knowledge of people and locations, to plan/layout assigned work projects and to plan and deliver public speaking presentations. Ability to file, post, mail materials, and maintain accurate and organized records. Ability to occasionally work extended hours, and evening hours, as well as to travel for conferences, sometimes overnight. Possession of a valid driver's license and demonstrated safe driving record.