Administrative Assistant

PRIMARY JOB DUTIES: 

Performs a wide range of office administrative duties to support the director, legal staff, and clients including the following:

• Answer telephones and appropriately handle and refer all callers, answering questions as appropriate. 
• Respond to client and client family inquiries including research in Alacourt & case management system;
• Receive and distribute mail; prepare outgoing mail;
• Manage all incoming emails to the general office email address, mobiledefender.org, including printing and appropriately distributing court orders, dockets, correspondence and notices received at this email address; 
• Interact professionally with clients & their families; 
• Work effectively with a diverse population and be attentive to the needs of the clients; 
• Interact professionally with opposing counsel, judges & court staff;
• Appropriately and skillfully utilize computers, printers & other office equipment;
• Work independently to develop a work schedule and establish timelines, subject to input and oversight by supervisor;
• Timely & proactively report to supervisor any issues or problems encountered in day-to-day work;
• Track time by accurate use of E-Start. 
• Use professional skills to assist others in the office upon request;
• Maintain confidentiality of privileges and confidential information and privileged communications; and
• Maintain and update electronic and share drive files of PO’s invoices etc. also Admin. folder documents and Reception Folder. 
• Maintain and update excel. records for office supply. 
• Replenish office supplies and procure special supply requests. 
• Generate and maintain PO files/ communicate effectively and efficiently with Judy Prater. 
• Generate and maintain purchasing files for each fiscal year.
• Keep in stock and resupply state of AL forms and maintain records of forms. 
• Maintain and file employee absence forms in employee profiles.
• Generate inter-office electronic forms / forward to appropriate supervisor. 
• Prepare discovery, training materials etc. with binding machine or 3-ring binders. 
• Maintain and update Admin. Calendar: absences, client appts., holidays, paydays, services, conferences etc. 
• Manage Misc. Admin records: conf. room, call log, COVID-19 protocols, Misc. forms, etc.
• Maintain and update new employee forms. 
• Create new employee packets. 
• Update new employee/ inter-office resources: directories, maps, etc. 
• Maintain and update the employee Master List excel. Sheet. 
• Resupply office water tower. 
• Perform all other duties as assigned.
• Full Time Position: Mon- Fri 8:00 AM - 5:00 PM

Employees of the Mobile County Public Defender’s Office receive State of Alabama employee benefits including:

• Low-Cost Health/Dental Insurance (Single Coverage); 
• Optional Family Coverage (Health/Dental); 
• Accrue both Thirteen Annual Leave Days and Sick Days per Year; 
• Thirteen Paid Holidays per Year; 
• Retirement Plan; 
• and Flexible Employee Benefit Plans. 

Interested applicants should send a resume and cover letter to kimberly.diamond@mobiledefender.org 

Please indicate the position you are applying for in the subject line. 

Positions within the Mobile County Public Defender’s Office are at-will and not subject to the State of Alabama’s Merit System. The Mobile County Public Defender’s Office is an equal opportunity employer and provides equal opportunity for all qualified people, regardless of age, sex, race, national origin, sexual orientation, religion, or disability.