Administrative Legal Secretary - Highways & Utilities

The Highways & Utilities Division of the Office of the Utah Attorney General has an immediate opening for an Administrative Legal Secretary. Incumbents in this job typically serve as lead or first-line supervisors to legal secretary trainees, legal secretaries, and other support staff in the Highways & Utilities Division. Incumbents provide more complex legal secretary services and manage the administrative tasks for the division.

Preference may be given to a current Attorney General employee, in addition to proficiency in the Legal Files program.

• Plan, organize, and direct overall workplace functions; coordinate time, vacation schedules and staff coverage; establish workplace procedures; authorize billings/expenditures; maintain records; arrange for equipment maintenance, etc.
• Prepare and/or process documents; review for accuracy and completeness; update information and/or evaluate against policy; compare elements for consistency or logical relationships, etc.
• Files documents with courts and assists in trial preparation.
• Collects data and reviews research materials, determines accuracy and validity of sources and appropriateness for use.
• Types and prepares reports or other written materials from source documents, transcription, etc.
• Edits written material for accuracy, format, and arrangement of material.
• Writes or drafts correspondence, reports, documents and/or other written materials.
• Maintains and/or creates files or record keeping systems. Sorts, labels, files and retrieves documents, or other materials.
• Receives calls and/or greets visitors, takes and relays messages, responds to requests for information; provides information or directs caller/visitor to appropriate individual.
• Maintains calendars; schedules and coordinates appointments.

(includes knowledge, skills, and abilities required upon entry into position and trainable after entry into position)

• applicable laws, regulations, and/or policies and procedures.

• computer word processing, spreadsheet, document formatting, case management, and other automated software programs .

• adapt to new software programs, packages, and protocols.

• proficiency in Legal Files, Microsoft Suite and Adobe.

• review, edit, and proofread documents for accuracy and completeness.

• enter, transcribe, record, store, or maintain information in either written or electronic form.

• record messages from verbal information received by telephone conversation or personal contact.

• arrange, coordinate, or schedule time and details.

• establish, organize and/or maintain files.

• assemble, sort, and/or distribute documents, supplies, and/or materials/items.

• find, gather, and organize information or data in a clear and concise manner.

• work efficiently and competently under deadlines.

• occasionally work past standard business hours.

• prioritize tasks and balance workload.

• speak clearly, concisely, and effectively; listen to, and understand, information and ideas as presented verbally.

• follow written and/or oral instructions.

• communicate information and ideas clearly, and concisely, in writing; read and understand information presented in writing.

• deal with people in a manner that shows sensitivity, tact, and professionalism.

• work independently and proactively; work in groups as part of a team.

• identify creative solutions to problems; communicate ideas to coworkers.

• principles, practices, and procedures of an office environment.

• Risks found in the typical office setting, which is adequately lighted, heated and ventilated, e.g., safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.
• Typically, the employee may sit comfortably to perform the work; however, there may be some walking; standing; bending; carrying light items; driving an automobile, etc. Special physical demands are not required to perform the work.