Legal Secretary (General Counsel Division) - Salem

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Job Description:

Make a difference with the Oregon Department of Justice!

The Oregon Department of Justice is seeking to hire an experienced Legal Secretary to join the General Counsel Division, Chief Counsel’s Office.

If selected, you will provide support for the Administrative and Management personnel within the Chief Counsel’s Office, including the initiation, composition, and review of correspondence and other documents. This position has a strong emphasis on creating various documents using a variety of programs (Word, Excel, PowerPoint), proofreading draft documents, and we are excited to bring on a detail-oriented person to do this work! It is possible that the person selected for this role may be asked to provide support to other sections within the General Counsel Division.

Job Duties (in part)

• Draft, proofread, and edit correspondence, pleadings, briefs and other documents; check all case cites as necessary for accuracy.

• Design, create, proofread and edit legal tools, brochures, handouts, slideshows, website content, and other client or public facing materials.

• Coordinate and schedule meetings, hearing dates, deposition dates and conference calls and trainings 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 maintain, close 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 and between other General Counsel sections or DOJ divisions 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 is 8 am to 5 pm in an open office environment with noise from ringing telephones, 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 welcome members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, and 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 included 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.

  • Preference may be given to those who have five or more years of experience.

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

• Expert in word processing software.

• Proficient with Microsoft Excel.

• Proficient with PowerPoint

• Proficient at organizing and prioritizing work duties.

• Expert in preparing, proofreading and finalizing correspondence and pleadings.

• Proficient in 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.

• Excellent 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 in Salem, Oregon.

• 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

Candidates from diverse backgrounds are encouraged to apply.  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 your resume into Workday when prompted to upload your resume. If you are concerned that the requested document 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