Administrative Legal Secretary - Constitutional Defense & Special Litigation

Administrative Legal Secretary - Constitutional Defense and Special Litigation

The Constitutional Defense and Special Litigation 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 support staff in the 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.