Legal Secretary

Are you interested in taking your legal career in a new direction? Are you interested in promoting and protecting the integrity of the legal profession? The State Bar of Arizona is seeking a Legal Secretary to join our team. We were created to perform the duties set forth in the Supreme Court Rules to ensure that attorneys have the skills, competence, and ethical standards to serve Arizona’s population. Our Legal Secretaries play a vital part in the lawyer regulation department’s efficiency in resolving lawyer misconduct cases, which serves our overall mission of protecting the public.

Job Summary

Under general supervision, assists Bar Counsel in the preparation of legal and other documents relating to attorney reinstatement, disability and discipline proceedings. Assists Bar Counsel in the preparation of legal documents and correspondence on formal files and maintains all investigative and formal files.

DUTIES AND RESPONSIBILITIES

The duties and responsibilities listed below are essential to the employee’s position.

• Provides assistance to attorneys including screening of telephone calls, providing answers to questions regarding case status and procedures in accordance with Supreme Court Rules, transcription of dictation, preparation of correspondence upon direction of attorney, processing of mail, preparation of cost statements and maintenance of attorneys’ calendars. Maintains attorneys’ files.
• Provides assistance to assigned Bar Counsel including screening of telephone calls, communicating with complainants, respondents, respondent’s counsel, and Bar personnel concerning issues regarding case status and procedures in accordance with Supreme Court Rules.
• Responsible for performing detailed follow-up dismissals, appeals, diversions and informal sanctions, tickling and preparing correspondence, terms and conditions, and orders in matters diverted to the Member Assistance Program and/or Law Office Management Assistance Program. Assist with monitoring diversion and probation case. Maintenance of tickler system of all ongoing cases for Bar Counsel, including miscellaneous matters in which correspondence is sent requesting additional information, and transmitting all charges to respondent attorneys. Timely upload case documentation/information, track and code cases in the case management system.
• Responsible for determining when and whether a file is public or confidential and what information can be relayed to the public, and making the appropriate indications in the discipline database.
• Responsible for assisting Bar Counsel in drafting, tracking, and all follow-up on all legal pleadings and documents.
• Responsible for coordinating with bar counsel and compiling materials for the Adjudication Review Team meetings, Pre-PCR meetings, and Attorney Discipline Probable Cause meetings.
• Update and maintain all Lawyer Regulation investigation and formal files. Responsible for file close out including file organization and scanning.
• Draft specially tailored correspondence, motions and orders for Bar Counsel.
• Assist legal secretaries, other legal division staff, and general State Bar staff with overflow work or special projects.
• Provide any other assistance to attorneys, including administration of pro bono or court assigned case.
• May assist in providing support to other areas including the main reception area, as assigned.
• Performs all other related duties, as assigned.

EDUCATION AND/OR EXPERIENCE REQUIRED

High School Diploma or General Education Degree (GED) plus two (2) years related experience in secretarial field in a legal setting.

SKILLS AND ABILITIES

• Performs all duties in compliance with internal procedures and external regulations. Is responsible for bringing compliance issues to the attention of management.
• Ability to read and comprehend instructions, short correspondence, and memos.
• Ability to write routine and non-routine reports and correspondence. Ability to conform writing to prescribed style format.
• Must maintain confidential information provided.
• Ability to effectively present information in one-on-one situations (e.g., callers) in a professional and friendly manner. Must have excellent customer-service skills.
• Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
• Some analytical ability is required in order to gather and summarize data for reports.
• Must have high level of interpersonal skills to handle sensitive and confidential situations. Position requires demonstrated poise, tact and diplomacy.
• Must be able to perform basic mathematical functions (e.g., adding, subtracting, multiplying, dividing).
• Strong attention to detail and well organized.
• Must be team oriented but able to work independently on occasion.
• Ability to work on multiple projects and to make decisions in accordance with established policies, procedures and deadlines.
• Model the behaviors expected of all SBA employees by:
• Cultivating a positive work environment.
• Prioritizing and setting manageable goals.
• Being efficient with time at work.
• Communicating effectively with management, staff, members, clients, visitors, and the public.
• Being flexible and taking criticism constructively.
• Maintaining the highest ethical standards.

COMPUTER SKILLS

Microsoft windows environment with Office Suite to include formatting and production of word processing documents, spreadsheets, and reports. Ability to use tools for video conferencing, as needed. Familiarity with case management systems and/or willingness to be trained in any new applications or case management system.

CERTIFICATES, LICENSES, REGISTRATIONS

Required: Position may require travel within the metropolitan area; thus, reliable transportation is required. If using personal vehicle, must have appropriate driver’s license and insurance coverage. Preferred: Notary public.

OTHER

Regular attendance is required. Overtime may be required to fulfill duties of position. At times, individual must be able to work in a fast-paced environment with ability to handle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk and hear. The employee regularly is required to stand, walk, sit, use hand to finger, handle or feel objects, tools, or controls; and reach with hands and arms. The Employee frequently lifts and/or moves up to 10 pounds. Specific vision abilities required by this job include close vision, ability to adjust focus, and manual dexterity in combination with eye/hand coordination. Work environment is subject to interruptions, varying and unpredictable situations and time pressures related to multiple tasks. It also requires regular use of computer keyboard and monitor. There is extensive repetitive motion in using hands/wrists.
The above statements are intended to describe the general nature and level of work performed by people assigned to this job. They are not intended to be an exhaustive list of responsibilities, duties and skills required of personnel so classified. Other functions may be assigned and management retains the right to add or change the duties at any time.