Legal Secretary - Litigation

The Litigation Division of the Office of the Attorney General seeks a motivated, meticulous, and collaborative candidate to support attorneys and other staff as a Legal Secretary and receptionist. The Division defends Utah state government agents and agencies, school districts, and colleges and universities in lawsuits for money damages. The applicant would support attorneys and staff practicing primarily in the areas of Employment law but may also assist with Torts and civil rights litigation. Legal Secretaries in the Division are critical parts of the litigation team. They perform a variety of legal secretarial and administrative duties such as preparing, formatting, proofing, and filing legal documents in federal courts, state courts, and administrative tribunals; scheduling trial calendars; collecting and organizing data and exhibits in connection with litigation; and providing other related support.

This position may be underfilled as a Legal Secretary Trainee.

This position is an in-office position with the potential for 1-2 days per week telework.

• Type and prepare reports or other written materials from source documents, transcription, 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.
• Edit written material for accuracy, format, and arrangement of material.
• File documents with courts and assist in trial preparation.
• Maintain calendars; schedule and coordinate appointments.
• Write or draft correspondence, reports, documents and/or other written materials.
• Receive calls and/or greet visitors, take and relay messages, respond to requests for information; provide information or direct caller/visitor to appropriate individual.
• Maintain and/or create files or record keeping systems. Sort, label, file and retrieve documents, or other materials.
• Support and back up other Division secretaries.
• Cross-train staff on areas of expertise.

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

• attention to detail
• strong coordination and organizational skills
• work under limited supervision, utilizing time-management and prioritization strategies, accurately processing detailed information, and meeting deadlines
• excellent communication and interpersonal skills (both verbal and written)
• punctual, professional, reliable
• legal processes and procedures, including filing procedures in federal and state court
• legal terminology
• applicable laws, regulations, and/or policies and procedures
• court/hearing, rules, records, procedures, and protocol
• computer word processing, spreadsheet, document formatting, case management, and other automated software programs
• adapt to new software programs, packages, and protocols
• proper formats for a variety of legal documents
• 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 which shows sensitivity, tact, and professionalism
• work independently and proactively; works 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.