Legal Secretary IV

Job Posting Title

Agency

Supervisory Organization

Job Posting End Date (Continuous if Blank)

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time

Job Type

Compensation

Job Description

Positions in this job family are assigned responsibilities for providing secretarial and administrative support to attorneys.

• Provides secretarial and administrative support for attorneys; composes and prepares various legal documents and forms; takes and transcribes dictation of confidential, technical, or legal material requiring high degree of accuracy; records and transcribes proceedings of meetings and conferences.
• Independently researches, locates and assembles legal materials for working files used in docketing cases or information and data for administrative board or commission consideration and action; gathers agency data and documents to support various pleadings filed in different courts; develops and maintains files on research sources.
• Reviews routine petitions regarding administrative appeals and prepares appropriate draft pleadings.
• Arranges for special conferences and meetings; maintains attorney’s calendar, advising of commitments; makes travel arrangements; prepares and submits travel claims and expense account.
• Schedules depositions, prepares exhibits for court cases; compiles reports or other materials for use by an attorney or other member of a legal staff.
• Maintains or supervises the maintenance of confidential legal files and hard copy or electronic records.
• Assists attorneys in ensuring that deadlines are met for filing various court actions; files orders, judgments, pleadings, briefs and other documents on behalf of an attorney.
• Plans, organizes and coordinates secretarial support for a staff of attorneys, general counsel or other legal staff; establishes office policies and procedures; schedules activities for attorneys and other staff members.
• Supervises secretarial staff in the completion of required tasks; assigns and reviews work; evaluates performance; provides training; approves leave; initiates disciplinary actions; interprets rules and regulations.
• Operates a variety of modern office equipment; screens phone calls and receives visitors; provides information or refers to appropriate official; opens, reviews and distributes mail; disposes of routine matters; prepares correspondence for supervisor’s signature.

This is the leadership level where employees will be expected to perform duties at all levels of complexity. Employees will serve as a first level supervisor; plan day-to-day operations of assigned staff; and develop or assist in developing operations, policies and procedures.

Education and Experience requirements at this level consist of three years of experience performing a variety of complex clerical and typing work PLUS three years of experience as a legal secretary; or an equivalent combination of education and experience.

Knowledge, Skills, and Abilities required at this level include knowledge of guidelines for the preparation and filing of legal documents; of business communications; of trial and court procedures; of references used in legal research and writing; of legal terms and definitions; of modern office procedures; of public relations; and of supervisory principles and practices. Ability is required to supervise the work of others; to type accurately from plain copy at a rate of fifty words per minute; to prepare complex legal documents and forms; to deal with the public; to exercise judgment in interpreting and applying rules, laws and policies concerning the preparation and filing of legal documents; to handle confidential work with tact and discretion; to communicate effectively, both orally and in writing; and to establish effective working relationships with others; and to create, update and revise databases used to track the status and deadlines associated with legal files.

Some positions may require that applicants be willing and able to perform all job-related travel normally associated with the position. ## Some positions may require possession of a valid Oklahoma Commercial driver’s license with appropriate endorsements referred to in the United States Department of Transportation Title 47, Chapter 6, Section 101 et seq. at the time of appointment. ## Some positions may require performing moderately heavy lifting or other manual tasks. ## Upon a conditional offer of employment, Department of Mental Health and Substance Abuse Services applicants must submit to a physical examination and shall meet the physical examination requirements of occasionally lifting/carrying 80 pounds, 25 pounds frequently, able to push and pull a maximum force of 40 pounds and able to lift and hold overhead up to 40 pounds. ## Some positions may require training or experience in a specific field of construction or maintenance work.Some agencies may have determined positions in this job family to be safety sensitive as defined by 63 O.S. § 427.8.

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.