Legal Secretary 2

***THIS RECRUITMENT MAY CLOSE WITHOUT FURTHER NOTICE DEPENDING ON THE NUMBER OF APPLICATIONS RECEIVED. APPLICANTS ARE ENCOURAGED TO APPLY AS SOON AS POSSIBLE***

The Department of Business and Industry is hiring for a Legal Secretary 2 within the Division of Insurance in Carson City. The overall purpose of the position is to help manage the day-to-day affairs of the Legal Section and provide support for matters referred to the Legal Section from the Division. The incumbent will provide legal administrative support to Division attorneys, hearing officers, and the Commissioner; document review and production for subpoenas and public records requests; manage service of process; maintain hearing calendars; file and record management for the Legal Section; establish, monitor, maintain, and close case files and referrals; and special projects related to legal matters.

Graduation from high school or equivalent education and three years of clerical experience, two of which were performing progressively responsible legal secretarial work in a training capacity; OR one year of experience as a Legal Secretary I in Nevada State service; OR an equivalent combination of education and experience.

Maintain current knowledge of assigned caseload and status of cases; provide  general information to the  public, State and local governments, attorneys, court personnel, and various  office personnel; act as  liaison between professional legal staff, departmental  personnel, and the public; determine what  information may be provided and which requests must be referred to professional legal staff; refer calls  to another office if  necessary.

Provide clerical support  to assigned professional legal staff; receive and screen visitors and telephone  calls; respond to inquiries on a variety of matters such as the status  of pending cases; open and review incoming mail and determine priority of professional legal staff’s attention when routing; mail items according to postal and statutory requirements; maintain a calendar for  professional legal  staff’s appointments, due dates for documents, court  appearances, conferences, meetings and other engagements; schedule meetings and training and make travel arrangements.

Draft routine correspondence, reports/statistics and other materials requiring specific knowledge of operational methods, policies and procedures for  professional staff review; prepare and type requisitions and purchase orders, as required; process requests for payment and travel claims.

Format, prepare and type legal documents and correspondence in final format according to jurisdictional requirements, from rough draft, electronic documents, dictaphone, template or  notes; proofread and review for proper citation format; prepare  and attach exhibits, special sections  such as indexes, table of points and authorities, certificates of service, and brief covers. 

Process and file documents with appropriate courts or quasi-judicial bodies in accordance with the specific procedures of each body, including manner of filing and established timelines; track responses and receipts due upon or  after  submittals, and  dates for other required actions subsequent  to submittals.

Gather, compile, organize, and prepare relevant material for professional staff to use in legal proceedings; review  files  and  references to obtain information needed by  professional  legal staff;  locate  and verify/abstract information from legal files and records; and verify the accuracy of citations and quotations by checking legal sources.

Establish and maintain  legal and general correspondence filing and cross filing systems as necessary; record case inventory information in order to maintain accurate records and provide for efficient retrieval of  information; prepare files for archiving and storage in compliance with established retention schedules.

Maintain a library of references including  legal publications, law digests, reports, opinions and court decisions.

Distribute or assign appropriate clerical work to lower level  staff; provide instruction and guidance and review work completed by clerical personnel.

Under  general supervision, incumbents perform the  full range of duties outlined in the series  concept  at the journey level. Decisions  regarding w hat needs to be done involve  evaluation of  an issue  or issues  and may  require selecting a course of  action from several  alternatives. The work involves  conditions  and  elements that must be identified, analyzed, or  evaluated to discern interrelationships. Guidelines  are available  and are applicable  to major portions of the  work, but leave  gaps in specificity.  Incumbents  use judgment in interpreting and applying  guidelines for  application to specific cases or problems.  

Perform related duties as  assigned.  

This job specification lists the major knowledge, skills and abilities of the job and is not all inclusive. Incumbent(s) will be expected to have knowledge, skills and abilities from a previous level. 

Working  knowledge of:  legal practices and  procedures for various courts and judicial districts;  legal  terminology; clerical requirements for  preparing and typing a variety of complex legal documents, forms, and  other related materials;  procedures for processing and filing documents with courts, boards and/or commissions; proper format for legal citations;  legal office procedures.

Ability to:  work independently and follow through on  assignments;  interpret and apply complex rules, regulations, policies and procedures  to  specific problems and issues; receive  inquiries and resolve complaints from staff and clientele; establish,  organize and  maintain complex filing systems including indexed and cross-referenced materials; research information from a variety of  departmental and available sources; compile and  update information and  prepare reports related to specific  management activities;  transcribe dictation which may be of a complex nature and which requires a  comprehensive knowledge  of legal  procedures  and terminology

The State of Nevada is an equal opportunity employer dedicated to building diverse, inclusive, and innovative work environments with employees who reflect our communities and enthusiastically serve them. All applicants are considered without regard to race, color, national origin, religion or belief, age, disability, sex, sexual orientation, gender identity or expression, pregnancy, domestic partnership, genetic information (GINA), or compensation and/or wages.

Please send direct Inquiries or correspondence to the recruiter listed on this announcement.