ALJ Executive Legal Secretary

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

 ALJ Executive Legal Secretary

Salary Range- $55,000.00-$60,000.00

Why you’ll love it here!

TRANSPARENCY. FAIRNESS. COMPLIANCE. The Oklahoma Tax Commission is committed to leading Oklahoma with unparalleled customer service. Our mission is to promote tax compliance through serving taxpayers with transparency and fairness in administration of the tax code and unparalleled customer service. Check out our About Us page to learn why we are passionate about tax compliance and believe it is the career for you!

There are perks to working for the OTC. We know that benefits matter, and that is why we offer a competitive benefits package for all eligible employees:

• Generous state-paid benefit allowance to help cover insurance premiums.
• A wide choice of insurance plans with no pre-existing condition exclusions or limitations. 
• Flexible spending accounts for health care expenses and/or dependent care.
• A Retirement Savings Plan with a generous match.
• 15 days of paid vacation and 15 days of sick leave for full-time employees the first year.
• 11 paid holidays a year.
• Paid Maternity leave for eligible employees.
• Employee discounts with a variety of companies and venders.
• A Longevity Bonus for years of service.

GENERAL FUNCTION

The Executive Legal Secretary is responsible for providing confidential secretarial and administrative support to the Administrative Law Judges of the Oklahoma Tax Commission.

TYPICAL FUNCTIONS

The functions performed by employees in this job family will vary by level, but may include the following:

• Performs secretarial and administrative support for Administrative Law Judges (ALJs);
• Drafts various legal documents, correspondence, and forms
• Prepares physical files for cases; enters case file information into the Administrative Proceedings (AP) database
• Facilitates digitalization of files and destruction of originals once retention requirements have been met
• Schedules prehearing conferences, status conferences and hearings for ALJs
• Reviews correspondence and pleadings received and takes appropriate action
• Drafts letters, notices and orders for ALJ signatures
• Processes subpoena requests
• Responds to calls and emails from taxpayers, attorneys, accountants and other taxpayer representatives regarding the administrative process and pending cases
• Corresponds with parties regarding scheduling and procedural issues
• Assists taxpayers and other individuals who appear at the ALJ office for various reasons
• Greets and signs-in parties, representatives, witnesses and outside court reporters for hearings
• Ensures the recording of all hearings through the operation of court software
• Acts in a n administrative support role with respect to various issues that arise during hearings
• Prepares and transmits records on appeal to the Oklahoma Supreme Court
• Proofreads and corrects redacted orders to be posted to the agency website
• Prepares monthly reports for the ALJs and Commissioners
• Serves as backup in the absence of fellow executive legal secretary
• Tracks office supply inventory, ordering supplies as needed; initiates equipment repair requests
• Assists in other projects as assigned

COMPLEXITY OF KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of

• Business communications
• Court procedures
• Public relations
• Computer technology principles, terminology, and automated systems

Skills in

• Operating standard office equipment
• Interpersonal interaction
• Microsoft Office programs at a proficient level
• Exceptional attention to detail and organization

Ability to

• Update, and revise databases used to track the status of deadlines associated with legal files
• Proofread proficiently
• Draft basic legal documents and forms
• Deal tactfully with the public and agency personnel
• Handle confidential work with discretion
• Make routine decisions in accordance with agency policy
• Establish and maintain effective working relationships with others
• Follow oral and written instructions
• Communicate effectively, both orally and in writing
• Prioritize tasks to meet deadlines
• Work independently with limited instruction/supervision

MINIMUM QUALIFICATIONS

Education and Experience requirements at this level consist of

• A high-school diploma PLUS three years of experience performing as an office manager, administrative assistant, executive secretary, paralegal, or legal secretary

• An associate’s or higher level degree in a related field may be substituted for qualifying employment experience

PREFERENCE STATEMENT

Preference may be given to applicants who have education and/or employment experience in the legal field.

SPECIAL REQUIREMENTS

Core work hours for the Oklahoma Tax Commission are Monday through Friday, 7:30am to 4:30pm.  This schedule may require minor flexibility based on the needs of the agency.

Telework may be required based on the needs of the agency, division, and section.  If applicable, applicant must be willing and able to BOTH work on-site and telework at an off-site location, generally in the applicant’s home.  Applicant must have a secure internet connection and a dedicated telephone (landline) or smart phone device during scheduled working hours.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice.

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.