Description
Initial Posting Date: 07/09/2024 Application Deadline: 07/16/2024 Agency: Department of Justice Salary Range: $3,619 - $4,998 Position Type: Employee Position Title: Legal Secretary (Business Activities Section) - Salem Job Description: Make a difference with the Oregon Department of Justice! The Oregon Department of Justice is looking to hire one experienced Legal Secretary to join the General Counsel Division, Business Activities Section. If selected, you will support attorneys responsible for providing comprehensive legal advice, litigation support and services to Oregon's state agencies, boards, and commissions. As part of the team, you will be trusted to ensure legal filings and supporting material reflect the Department's quality standards and that attorneys are prepared for case-related hearings and client meetings. Job Duties (in part) Draft, proofread, and edit case-related correspondence, pleadings, briefs and other documents for section attorneys and other section personnel; check all case cites as necessary for accuracy. Coordinate and schedule case preparation meetings, hearing dates, deposition dates and conference calls with agency personnel, court personnel, hearings personnel, opposing parties and witnesses; coordinate and schedule various meetings for section personnel. Perform data entry and retrieval from the Division's case management and docket system, including critical legal deadlines. Open, event and track attorney contract and advice files. Open, close, and maintain pending files, and follow-up as appropriate. Prepare exhibits, court documents, subpoenas, witness fees, etc., and ensure timely handling and filing. Answer telephone inquiries from the public, court personnel, hearings personnel, private counsel, agency personnel, and DOJ personnel regarding case-related inquiries, administrative procedures, and attorney assignment; answer questions and route accordingly. Act as liaison between client agencies and section personnel. Review, screen, and distribute incoming mail, using discretion on whether to reroute mail or process personally. Process section attorney's travel arrangements, reimbursement requests, CLE requests, and library requests. Independently review appropriate state, county, or federal rules of practice and procedure, including ORS and OAR, rules of courts, state regulations and accepted department standards to assure conformity, timeliness, and accuracy of projects. Assist in training clerical personnel as needed. Perform special projects as assigned by section attorneys and division supervisors; this may include assuming the responsibilities and duties of other support staff. Working Conditions Work schedule 8 am to 5 pm in an open office environment with noise from ringing telephones, walk-in traffic with sometimes hostile and angry people, phone conversations, printers, and other office equipment. Must be able to concurrently handle multiple tasks with limited supervision. Must be able to work under heavy pressure to meet deadlines with short notice. Must be able to exercise confidentiality and work well with a team and individually. Required Experience Research suggests that women and people of color are less likely to apply unless they are confident they meet 100% of the listed qualifications. We strongly encourage all interested individuals to apply, and allow us to evaluate the knowledge, skills, and abilities that you demonstrate, using an intentional equity lens. Two years of clerical/secretarial experience which includes at least one year as a legal assistant or secretary for an attorney or judge or performance of legal support duties (such as preparing legal documents, maintaining legal records, or researching legal information). Experience must include proficiency in word processing software. Work experience is based on a 40-hour work week. (Example: 20 hours a week for one year would equal six-months of work experience.) Desired Skills, Experiences, and Attributes Experience must include proficiency in word processing software. Experienced at organizing and prioritizing work duties. Experience managing calendars for attorneys or court officials. Knowledgeable in legal terminology and proceedings. Professional-level verbal and written communication skills. Experience finding and applying laws, policies, and procedures. Ability to exercise judgment and discretion in applying laws and policies. Knowledge and understanding of the state and federal court rules and procedures. Good problem-solving skills and information gathering techniques. What’s In It For You Job satisfaction as part of a team whose mission is to serve Oregon's public and government agencies. Permanent, full-time employment. Vacation, sick leave, 11 paid holidays a year, and special days off. Excellent medical, dental, and vision benefits. Pension and retirement programs. Endless peer and management support, and representation by the Service Employees International Union (SEIU). Opportunity to expand your professional skills. For more information about our benefits, you can learn here. Application Process The Department of Justice is an equal opportunity employer, does not discriminate based on race, color, national origin, ethnicity, veteran, gender, sexual orientation, religion, age, or disability, and is committed to workplace diversity. Click "Apply" and complete the online application and all supplemental questions. Attach your resume. Attach a cover letter identifying your attributes that meet the desired and requested skills. ALL APPLICANTS: You will only have one opportunity to upload the required resume and cover letter. Drag and drop both your resume and cover letter into Workday when prompted to upload your resume. If you are concerned that one or both requested documents didn't attach to your application, if you need an accommodation under the Americans with Disabilities Act (ADA), have questions, or need assistance with the application process, please contact doj.recruitment@doj.oregon.gov. Any materials emailed will be associated on your behalf if received before the posting deadline. CURRENT STATE EMPLOYEES: Login to Workday using your state-issued login and apply via the Jobs Hub Worklet located on your home page. Using a private account disrupts the hiring process for all internal candidates. Prior to clicking "Apply", update your employee profile to reflect your Education, Skills, and Job History (including your current job). For additional information regarding working for the Department of Justice and application assistance, click HERE. Oregon Department of Justice 1162 Court St NE Salem, OR 97301 doj.recruitment@doj.oregon.gov Phone: (503) 947-4328 Fax: (503) 373-0367 Oregon state government is a large organization by nearly any standard. With over 40,000 employees working all over the state, in small communities and large, we are proving that government can be innovative. We work as a team, challenging ourselves to be better, faster and more efficient with taxpayer dollars. After all, when every day we are responsible for caring for the needs of a diverse population and thriving business community, we simply must have the best and brightest workforce. If you take responsibility for your actions, are passionate about helping others succeed, and have a reputation for excellence and honesty, why not make Oregon state government your next career move? Joining our team means you open the door to many possibilities. From entry level to executive, outdoor work to policy setting, we have a role for nearly every calling, expertise and background. If you’re looking at us from across the country (or beyond!), know that Oregon is one of the most beautiful places on earth. Made up of seven diverse regions, Oregon has the ocean, mountains, valleys, high desert, cities, small towns, and almost everything in between. Oregon “flies with her own wings.”
