Legal Secretary - Civil Enforcement Division (Portland)

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Job Description:

The Oregon Department of Justice, Civil Enforcement Division is seeking to fill a Legal Secretary position, in the Portland Legal Office. The purpose of this position is to provide administrative and clerical support to the attorneys in the Financial Fraud/Consumer Protection Section.

Legal Secretaries in the section work alongside section-attorneys and other professionals processing legal documents and performing secretarial tasks. If you are a legal professional who thrives in a fast-paced environment, we’d like the opportunity to consider you. If selected, we’ll ensure you are paid well and equitable to your peers, make work-life balance attainable, and show you the door to professional development and job satisfaction.

This position offers a hybrid schedule which requires a minimum of 3 days in office and up to 2 days remote work after training is complete.

Job Duties (in part)

Assists legal staff in preparation of litigation cases, including but not limited to the following:

• Create, organize & maintain all documents in appropriate electronic or paper case files.

• Create system (MatMan) entries for all documentation sent and received. Assign follow-up timelines or due dates as required. Update participant information in system as required. (Plaintiff, defendant, intervenor, opposing counsel, paralegal, legal assistant, Primary AAG, Add’l AAG & Add’l participants).

• Assists legal staff in preparing a variety of legal documents including, but not limited to, complaints, summonses, orders, and subpoenas.

• Contact other county, state and federal agencies to gather information.

• Schedule trial settings, depositions and pretrial witness interviews. 

• Schedule follow-ups and monitor case activity including, but not limited to: timelines for petitions and summonses out for service, subpoenas out for service, defaults after service of summons, pretrial preparation, acceptances of service, witness responses, requests for checks or other information, and final orders which may be appealed.

• Prepare and proofread miscellaneous correspondence and legal documents relating to civil enforcement and hearings (pleadings, opinions, orders, judgments, notices, summonses and complaints) and legislative bills. Draft and as authorized by supervisor/attorney, sign a variety of memorandums and letters; Draft, revise & finalize mail correspondence for consumers. Prepare pleadings for Attorney Signature & filing.

• Independently review files to compile necessary information to assist in case preparation.

• Submit check requests for witness fees, arbitration or mediation costs.

• Coordinate and schedule case preparation meetings, hearing dates, deposition dates and conference calls with agency personnel, hearings personnel, opposing parties and witnesses; coordinate and schedule various meetings for AAGs and section personnel.

• Compose letters, memoranda, exhibits, court documents, subpoenas and other documents with word processing software for pending cases as requested by attorneys and immediate supervisor.

• Ensure the timely handling of all. Ensure the timely filing in court of pleadings and other documents.

Required Experience 

Research suggests that women and people of color are less likely to apply unless they are confident they meet 100% of the listed qualifications. We welcome members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, and all interested individuals to apply, and allow us to evaluate the knowledge, skills, and abilities that you demonstrate, using an intentional equity lens.

• Two years of clerical/secretarial experience which includes at least one year as a legal assistant or secretary for an attorney or judge or performance of legal support duties (such as preparing legal documents, maintaining legal records, or researching legal information). Experience must include proficiency in word processing software.

Work experience is based on a 40-hour work week. (Example: 20 hours a week for one year would equal six-months of work experience.)

Desired Skills, Experiences, and Attributes

• Demonstrate professional verbal and written communication skills.

• Experience with working independently, prioritizing own work and meeting time sensitive deadlines, at times with little notice and frequent interruptions.

• Legal experience in a litigation environment with a proficient knowledge of legal terminology.

• Knowledge and understanding of the state court rules and procedures.

• Ability to maintain punctual and regular attendance.

• Experience providing accuracy and attention to detail in work performance.

• Must be skilled and able to exercise confidentiality with sensitive case information.

• Experience must include proficiency with word processing software and internet databases usage.

• Public contact experience providing to or receiving information from the public, preferably in a business or office setting.

• Experience composing written communications, such as letters, memos, reports, etc.

• Experience transcribing legal documents, correspondence, etc., from voice tapes.

• Experience operating text editing word processing equipment.

What’s In It For You

• Exposure to a variety of operational areas within the Civil Enforcement Division (for those interested in future advancement opportunity).

• Permanent, full-time employment.

• Vacation, sick leave, 11 paid holidays a year, and special days off. 

• Excellent medical, dental, and vision benefits.

• Pension and retirement programs.

• Endless peer and management support, and representation by the Service Employees International Union (SEIU).

• Opportunity to expand your professional skills.

For more information about our benefits, you can learn here.

Application Process

Candidates from diverse backgrounds are encouraged to apply.  The Department of Justice is an equal opportunity employer, does not discriminate based on race, color, national origin, ethnicity, veteran, gender, sexual orientation, religion, age or disability, and is committed to workplace diversity.

• Click "Apply" and complete the online application and all supplemental questions.

• Attach your resume.

• Attach your cover letter identifying your attributes that meet desired and requested skills.

ALL APPLICANTS: You will only have one opportunity to upload the required resume and cover letter. Drag and drop both resume and cover letter into Workday when prompted to upload your resume. If you are concerned that one or both requested documents didn't attach to your application, if you need an accommodation under the Americans with Disabilities Act (ADA), have questions, or need assistance with the application process, please contact doj.recruitment@doj.oregon.gov. Any materials emailed will be associated on your behalf if received before the posting deadline.

CURRENT STATE EMPLOYEES: Login to Workday using your state-issued login and apply via the Jobs Hub Worklet located on your home page. Using a private account disrupts the hiring process for all internal candidates. Prior to clicking "Apply", update your employee profile to reflect your Education, Skills, and Job History (including your current job). ​

For additional information regarding working for the Department of Justice and application assistance, click HERE.

Oregon Department of Justice
1162 Court St NE
Salem, OR 97301
doj.recruitment@doj.oregon.gov

Phone: (503) 947-4328
Fax: (503) 373-0367