Senior Secretary (80357)

City of Santa Fe Springs; Aztec (NM); Hybrid; USD 38,000 - 52,000; Full time

Job summary

The Law Offices of the Public Defender in New Mexico is seeking a skilled legal secretary to support the District Office with advanced administrative tasks, legal terminology, and template documents.

Responsibilities include transcription and proofreading of legal materials, organizing assignments, scheduling meetings, processing court notices, and performing legal research as required—along with flexible work arrangements including telework when applicable.

Qualifications

• High school diploma or GED with one year of related clerical/secretarial experience utilizing legal terminology.
• Must possess and maintain a valid driver's license.
• Employment eligibility to work with the Law Offices of the Public Defender (LOPD) in the U.S. is required; no visa sponsorship.

Responsibilities

• Provides specialized administrative services in support of the District Office.
• Transcribe and proofread legal documents under supervision.
• Process court notices and client discovery.
• Schedule meetings and coordinate conference calls.
• Conducts legal research for review by an attorney.

Skills

Legal terminology

Secretarial duties

Transcription

Proofreading

Scheduling

Legal research

Education

High school diploma or GED

Job description

Objectives Summary

The objective summary of this job classification is to perform advanced secretarial duties utilizing legal terminology, established procedures and template documents in support of the District Office. Also responsible for performing some specialized clerical tasks.

Our department offers flexible work opportunities, including teleworking (a.k.a. working from home) and work schedules outside the typical 8 am to 5 pm schedule. Applicants selected for a position are encouraged to discuss these options with the hiring manager early in the hiring process to ensure the specifics of any terms and conditions of an approved flexible work arrangement are clearly understood.

Essential Functions

• Provides specialized administrative services in support of the District Office.
• Organizes work assignments on a daily and/or weekly basis by exercising independence and judgment that is greater than lower level positions.
• Assists with preparing legal correspondence under close guidance and/or supervision of a Paralegal, Office Manager or attorney.
• Transcribe and proofread legal documents under general guidance of a supervisor/manager or attorney.
• Performs administrative duties such as providing information to callers, taking dictation, composing and typing routine correspondence, and reading and routing incoming mail.
• Process court notices and client discovery.
• Schedule meetings and appointments and coordinate conference calls.
• Conducts legal research for review by an attorney.
• May provide fiscal, management, information systems, human resources and other administrative tasks for a legal organization or an attorney.
• Files correspondence and legal documents in office filing system.
• Ensures proper indexing and filing of original legal documents
• Prepare court dockets for distribution
• This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.
• Coordinates the pick-up and delivery of express mail services (FedEx, UPS, etc.)
• Assists in the ordering, receiving, stocking and distribution of office supplies.
• Assists with other related clerical duties such as photocopying, faxing, filing and collating.
• Drop off or accept indigent defense applications (in a jail or correctional facility setting).
• May need to go to court for pick up for drop off of documents.
• Pick up discovery from District Attorney(s) Office and police department(s).
• Provide referrals to community resources or other services.
• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
• Performs related and other duties as assigned.

Minimum Qualifications

High school diploma or GED with one (1) year of directly related clerical and/or secretarial experience utilizing legal terminology, procedures and documents.

Employment Requirements

Must possess and maintain a valid driver's License.

Employment eligibility to work with the Law Offices of the Public Defender (LOPD) in the U.S. is required. We are not able to sponsor or take over sponsorship of an employment Visa.

Collective Bargaining: This position is covered by a collective bargaining agreement and all terms/conditions of that agreement apply and must be adhered to.

Default FLSA: Non-exempt:

In accordance with DOL FLSA and LOPD NMAC and LOPD’s Compensation Agreement that is signed upon hire during onboarding classifications identified as non-exempt may be compensated for all authorized hours (subject to approval from a supervisor) worked over 40 hours in a work week (begins on Saturday). These classifications may decline overtime. LOPD compensates with compensatory time (paid time off accrued) at a 1.5x rate in lieu of cash payments, if they request to work extra hours in advance and get approval from their supervisor. These classifications are not eligible for cash payments for extra hours worked. Compensatory time may be paid out upon leaving the department depending on budget availability.

The Law Offices of the Public Defender is an Equal Opportunity Employer and does not discriminate on the basis on race, color, ancestry, national origin, sex, age, spousal affiliation, sexual orientation, gender identity, veteran status, political affiliation or religion, mental or physical disability, or serious medical condition.

This job advertisement may be used to fill multiple vacancies.

Preference may be given to multilingual applicants fluent in English and other languages.

The State's General Services Department Risk Management Division, Employee Benefits Bureau (EBB), is responsible for the procurement and oversight of employee benefits - including Medical, Pharmacy, Dental, Vision, Short & Long Term Disability, and Life Insurance. The State's Group Benefits Plan also offers COBRA, Flexible Spending Account Programs, and an Employee Assistance Program (EAP).

Erisa Administrative Services, Inc. (Erisa) is the State's Third Party Administrator. They provide benefits administration to all plan participants, and offer knowledgeable staff to answer your questions. To learn more about the benefits available please click here.

Benefits

In addition to the benefits listed above, the Law Offices of The Public Defender offers a retirement plan and a medical program for retirees. For more information regarding the plan you can visit the following websites:

Public Employees Retirement Association of New Mexico Website

New Mexico Retiree Health Care Authority

Total Compensation Package

As an employee of the Law Offices of the Public Defender (LOPD), you receive regular pay for your services. The other part of your total compensation is the value of the benefits LOPD makes available to you and, if applicable, your family. The Total Compensation Estimator is for illustrative purposes only and provides benefits-eligible employees an estimate of their total compensation based on selected options from the drop-downs in the estimator.

• State and Federal Laws - Rights of Employees* Employers are required by state and federal law to post certain information concerning the rights of employees. The required posters are listed below and may be printed individually using a standard printer and paper.
• Human Rights Act Poster- PDF file
• New Mexico Job Health and Safety Protection (State OSHA)
• New Mexico Workers' Compensation Act and supply of Notice of Accident (NOA) Forms
• Human Trafficking - (English) (Español) (Navajo)
• Paid Sick Leave - (English) (Español) (Vietnamese) (Diné Navajo) - PDF
• The Whistleblower Protection Act
• Immigrant and Employee Rights Section Right to Work - (English/Español)

New Mexico state minimum wage is $12.00 per hour effective January 1, 2023. The federal minimum wage is $7.25 per hour effective July 24, 2009. More information can be read at Minimum Wages Information.

• Equal Employment Opportunity is the Law - (English), (Español)
• Job Safety and Health Protection - (English), (Español)
• Employee Polygraph Protection Act - (English), (Español)
• Family Medical Leave Act - (English), (Español)
• Pregnant Workers Fairness Act - (English), (Espanol)
• Employee Rights under USERRA - (English), (Español)

Please contact [e-mail] for questions.

01

Please indicate the highest level of education you have completed. If you have responded that you have an education higher than a high school diploma or GED, you must attach a copy of your official/unofficial transcript(s) that clearly state the type of degree and date awarded/conferred, institution name, and applicant name and is in a format that cannot be modified.

• Doctorate
• Master's Degree
• Bachelor's Degree
• Associates Degree or Technical/Vocational Certificate
• High School Diploma or GED
• Less than a High School Diploma or GED

02

How many total years of experience do you have documented in the Work Experience section of your application related to this Job Classification? Please NOTE: If the years of experience that you indicate below cannot be found in the Work Experience section of this application, your application may not be eligible for further consideration. It is recommended that you attach documents that support your work experience at this time. If you are attempting to attach documents, but are unable to, you should email [e-mail], with the documents and your contact information. Or if selected for an interview, you should bring the documents to your interview.

• 10 years of experience
• 9 years of experience
• 8 years of experience
• 7 years of experience
• 6 years of experience
• 5 years of experience
• 4 years of experience
• 3 years of experience
• 2years of experience
• 1 year of experience
• 6 Months
• 3 Months
• None

03

Legal

Do you have experience preparing and processing legal documents, creating and maintaining legal calendars, ensuring court deadlines are met in a legal setting?

• Yes
• No

04

Briefly describe when and how you obtained this experience. Please note if you answered "No" to the previous question, type "n/a" as your response to this question.

05

How many years of experience do you have formatting, preparing, and processing legal documents for court action.

• Five (5) or more years of experience
• Four (4) years of experience
• Three (3) years of experience
• Two (2) years of experience
• One (1) year of experience
• Zero to Six (0-6) months of experience

06

Briefly describe when and how you obtained this experience. Please note if you answered "No" to the previous question, type "n/a" as your response to this question.

07

Business Operations

Do you have experience assisting disadvantaged populations such as people who suffer from mental illness; people who are homeless; people who are difficult and angry due to the legal situation they are in; and people in need of social service assistance?

• Yes
• No

08

Briefly describe when and how you obtained this experience. Please note if you answered "No" to the previous question, type "n/a" as your response to this question.

09

Legal

Do you have experience working in a law office as a paralegal or legal secretary?

• Yes
• No

10

Briefly describe when and how you obtained this experience. Please note if you answered "No" to the previous question, type "n/a" as your response to this question.

11

Secretary

Do you have experience prioritizing assignments and working under deadlines?

• Yes
• No

12

Briefly describe when and how you obtained this experience. Please note if you answered "No" to the previous question, type "n/a" as your response to this question.

13

Legal

Do you have experience accessing and navigating all District, Metropolitan and Magistrate Court websites across the state?

• Yes
• No

14

Briefly describe when and how you obtained this experience. Please note if you answered "No" to the previous question, type "n/a" as your response to this question.

15

Briefly describe your idea of good customer service.

16

For current State of New Mexico employees: I understand that the Law Offices of the Public Defender will only accept up to 40 hours of annual leave and all sick leave. Furthermore, upon transfer, I will begin a new probationary period regardless of a break in service from my current state agency.

• I Understand

17

I understand that my responses to the questions regarding years of experience and education will be confirmed. I have included my related work experience in the Work Experience Section of my application with a detailed description of my related duties. If I am attempting to attach documents, but unable to, I should email [e-mail]., with the documents and my contact information. Or if selected for an interview, I may bring the documents to my interview.

• I Understand

18

Please choose the level that best describes your fluency in any language(s) other than English. I understand that I may be asked to certify my language proficiency upon hire and that I may be required to provide translation services if selected for this job.

• Advanced
• Intermediate
• Beginner
• Not Familiar

19

If you chose Beginner or above in the previous question, please identify in the text box what language(s) you are fluent in. Note: If you selected Not Familiar in the previous question please write, N/A in the text box below.

• Required Question