Legal Secretary 2

State of Nevada•Carson City, NV

1d•Onsite

About The Position

The Department of Business and Industry is recruiting to fill a Legal Secretary 2 position within the Division of Insurance in Carson City. The overall purpose of the position is to help manage the day-to-day affairs of the Legal Section and provide support for matters referred to the Legal Section from the Division. The incumbent will provide legal administrative support to Division attorneys, hearing officers, and the Commissioner; document review and production for subpoenas and public records requests; manage service of process; maintain the hearing calendar; file and record management for the Legal Section; establish, monitor, maintain, and close case files and referrals; general office duties; special projects related to legal matters; and support for attorney special projects.

Requirements

Graduation from high school or equivalent education and three years of clerical experience, two of which were performing progressively responsible legal secretarial work in a training capacity; OR one year of experience as a Legal Secretary I in Nevada State service; OR an equivalent combination of education and experience.
Working knowledge of legal practices and procedures for various courts and judicial districts.
Working knowledge of legal terminology.
Working knowledge of clerical requirements for preparing and typing a variety of complex legal documents, forms, and other related materials.
Working knowledge of procedures for processing and filing documents with courts, boards and/or commissions.
Working knowledge of proper format for legal citations.
Working knowledge of legal office procedures.
Ability to work independently and follow through on assignments.
Ability to interpret and apply complex rules, regulations, policies and procedures to specific problems and issues.
Ability to receive inquiries and resolve complaints from staff and clientele.
Ability to establish, organize and maintain complex filing systems including indexed and cross-referenced materials.
Ability to research information from a variety of departmental and available sources.
Ability to compile and update information and prepare reports related to specific management activities.
Ability to transcribe dictation which may be of a complex nature and which requires a comprehensive knowledge of legal procedures and terminology.

Responsibilities

Maintain current knowledge of assigned caseload and status of cases.
Provide general information to the public, State and local governments, attorneys, court personnel, and various office personnel.
Act as liaison between professional legal staff, departmental personnel, and the public.
Determine what information may be provided and which requests must be referred to professional legal staff.
Refer calls to another office if necessary.
Provide clerical support to assigned professional legal staff.
Receive and screen visitors and telephone calls.
Respond to inquiries on a variety of matters such as the status of pending cases.
Open and review incoming mail and determine priority of professional legal staff’s attention when routing.
Mail items according to postal and statutory requirements.
Maintain a calendar for professional legal staff’s appointments, due dates for documents, court appearances, conferences, meetings and other engagements.
Schedule meetings and training and make travel arrangements.
Draft routine correspondence, reports/statistics and other materials requiring specific knowledge of operational methods, policies and procedures for professional staff review.
Prepare and type requisitions and purchase orders, as required.
Process requests for payment and travel claims.
Format, prepare and type legal documents and correspondence in final format according to jurisdictional requirements, from rough draft, electronic documents, dictaphone, template or notes.
Proofread and review for proper citation format.
Prepare and attach exhibits, special sections such as indexes, table of points and authorities, certificates of service, and brief covers.
Process and file documents with appropriate courts or quasi-judicial bodies in accordance with the specific procedures of each body, including manner of filing and established timelines.
Track responses and receipts due upon or after submittals, and dates for other required actions subsequent to submittals.
Gather, compile, organize, and prepare relevant material for professional staff to use in legal proceedings.
Review files and references to obtain information needed by professional legal staff.
Locate and verify/abstract information from legal files and records.
Verify the accuracy of citations and quotations by checking legal sources.
Establish and maintain legal and general correspondence filing and cross filing systems as necessary.
Record case inventory information in order to maintain accurate records and provide for efficient retrieval of information.
Prepare files for archiving and storage in compliance with established retention schedules.
Maintain a library of references including legal publications, law digests, reports, opinions and court decisions.
Distribute or assign appropriate clerical work to lower level staff.
Provide instruction and guidance and review work completed by clerical personnel.
Perform the full range of duties outlined in the series concept at the journey level.
Perform related duties as assigned.