By Jessica Ruiz
Paralegal in the 106th Judicial District Attorney’s Office
In a smaller jurisdiction, titles rarely capture the full scope of what we do. On paper, I am a paralegal in the 106th Judicial District Attorney’s Office. In practice, I am also the office manager, victim assistance coordinator (VAC), second chair for jury trials, grant writer, problem-solver, scheduler, administrator, and—on many days—the glue that holds everything together.
Working in a rural prosecutor’s office means adaptability isn’t just a skill; it’s a requirement.
On any given morning, I may start by preparing cases for court, ensuring discovery is open, generating plea documents, and making sure our office’s two attorneys have everything they need to walk into the courtroom, confident and prepared. Before I can finish, the phone rings. It could be a victim needing reassurance, an officer asking if evading is a crime, or a victim’s family member trying to understand a criminal justice process that feels overwhelming and unfamiliar.
Then there’s the operational side of the office. As office manager, I track deadlines, manage schedules, maintain records, coordinate communication, and ensure that the day-to-day functions of the office run smoothly. In a larger office, these responsibilities might be divided among multiple people, but here, they converge. At any given moment, I might be answering phones, coordinating a docket, or troubleshooting a printer that has decided it no longer believes in justice.
There are moments when all these roles collide at once: when court is in session, phones are ringing, emails are piling up, and someone is standing at the door needing immediate help. It’s in those moments that the reality of “wearing all the hats” becomes most evident. But there is also a unique reward in this kind of work.
Being involved in every stage of the process, from intake to disposition, provides a perspective that is both comprehensive and meaningful. I see the behind-the-scenes effort that goes into each case, the coordination required between agencies, and the dedication of those working to see justice done for victims and the community. It also builds level of resilience and resourcefulness that cannot be taught in a classroom. You learn to prioritize quickly, communicate effectively, and adapt constantly. No task is too small, because every detail contributes to the larger mission. Most importantly, you learn the value of service.
How I keep it all together (most days)
With so many moving parts, people often ask how I stay organized. The honest answer is: a lot of systems, a little discipline, and a good sense of humor. I rely on what I think of as a “layered system.” I don’t trust just one method to keep me on track; I use several.
I am a big sticky note person. And when I say big, I mean there are days my desk looks like a crime investigation board. Sticky notes help me track immediate tasks, calls I need to return, documents I need to prepare, or quick reminders that I can’t risk forgetting. There’s something about physically writing things down that helps it stick in my brain. Plus, there’s no better feeling than finishing a task and crumpling up that sticky note in a small victory.
For anything that stretches over a few days, I set reminders on my phone usually two days before a deadline. That cushion is intentional. In this line of work, something unexpected is always going to come up, so building in extra time helps me stay ahead instead of constantly playing catch-up. Nothing says “stress” like realizing something is due today … in an hour … and I just sat down with my first cup of coffee, only to smell it and forget about it because I’m having to scramble to get the work done.
Then there’s my Outlook calendar, which is where all the major deadlines live: grant submissions, filings, and court settings. If it’s important and time-sensitive, it goes on the calendar. No exceptions.
It may sound like a lot, but using multiple systems together is exactly what keeps things from slipping through the cracks.
Daily, weekly, and monthly habits
Beyond tools, I rely on routines.
On a daily basis, I review my sticky notes, check my calendar, and scan emails to figure out what absolutely must get done that day. I may not get to everything—but I make sure the priorities are handled.
On a weekly basis, I look ahead at upcoming court dates, deadlines, and ongoing cases. This gives me time to prepare instead of simply react.
On a monthly basis, I focus on larger deadlines such as grants, reporting requirements, and long-term projects to make sure nothing sneaks up on me unexpectedly. I’ve learned the hard way that “future me” does not appreciate when “present me” ignores something important.
These habits help create structure in a job that can otherwise feel unpredictable. Some of these habits have become second nature over time. Others are things I’ve learned through trial and error (occasionally learning things the hard way).
Prioritizing what matters most
Not every task carries the same urgency, and learning how to prioritize has been one of the most important skills in this role.
If a victim calls, I answer—or I return that call as quickly as possible. Those conversations matter, and often they can’t wait. I never want someone to feel like they are just another item on a list.
At the same time, there are moments when I have to protect my focus. If I’m working on something that requires accuracy, such as preparing for trial or meeting a filing deadline, I will close my door or limit interruptions so I can give that task my full attention. I will also set my cell phone on the credenza on the other side of my desk so it doesn’t tempt me. While I don’t always have the luxury of uninterrupted time, when I do, I use it intentionally because sometimes the only way to get something done is to briefly disappear and hope no one notices until you’re finished.
I’ve also learned not to live in my email inbox. I check it throughout the day, but I try not to let it completely dictate my workflow.
Small rules that make a big difference
One simple rule I follow is this: If a task will take five minutes or less to complete, I do it immediately. A quick phone call, a short email, a small task—it’s easier to handle it right then than to track it and come back to it later. It’s a small habit, but it prevents a lot of buildup.
Another rule is giving myself grace on the days when everything doesn’t go according to plan—because those days will happen. More than you would like for them to happen, but they’re inevitable. You are still awesome.
Teamwork and trial preparation
Working in a small office means teamwork is essential. Clear communication helps us divide responsibilities so we’re not duplicating effort and can move cases forward efficiently. On busy days, especially trial days, preparation is everything. Having files ready, documents organized, and a clear plan going in makes a huge difference. It doesn’t eliminate the chaos, but it makes it manageable.
Grace in the chaos
The truth is, no system is perfect. My system might not work for everybody—everyone has a different system that they need to use, and that’s totally OK. Make it your own. Mine happens to include sticky notes, calendar alerts, reminders, lists, and a willingness to adjust when needed. And maybe a little caffeine. (OK, more than a little.)
There are still days when everything happens at once and phones are ringing, emails are coming in, people are needing help, and deadlines are all hitting at the same time. On those days, I remind myself to take it one task at a time, focus on what matters most, and keep moving forward. And sometimes, you have to laugh—because if you don’t, you might cry (usually over a printer that picks the worst possible moment to stop working).
In a rural district attorney’s office, we don’t have the luxury of staying within clearly defined roles. Instead, we step into whatever role is needed at the moment. Whether it’s organizing files, supporting victims, assisting attorneys, or managing the office, each responsibility plays a part in ensuring that justice is pursued with diligence and care.
Wearing all the hats isn’t always easy, but it is always worth it. Because at the end of the day, the work we do matters, not just in a courtroom, but also in the lives of the people we serve.