Legal Secretary II

Oklahoma State Government•Oklahoma City, OK

About The Position

Basic Purpose Positions in this job family are assigned responsibilities for providing secretarial and administrative support to nurse investigators and attorneys. Duties may also include tracking pending investigative cases; secretarial assistance to opening and closing investigative cases; preparation of department statistical reports and training of Level I employees. Typical Functions Provides secretarial and administrative support for nurse investigators and attorneys; composes and prepares various legal documents and forms; Independently researches, locates and assembles legal materials for working files used in docketing cases or information and data for administrative board or consideration and action; gathers agency data and documents to support various pleadings filed in different courts; develops and maintains files on research sources; Maintains confidential legal files and hard copy or electronic records. Assists attorneys and nurse investigators in ensuring that deadlines are met for filing various court actions; files orders, judgments, pleadings, briefs and other documents on behalf of division staff; Plans, organizes and coordinates secretarial support for nurse investigators and attorneys, general counsel or other legal staff; Operates a variety of modern office equipment; screens phone calls and receives visitors; provides information or refers to appropriate official; opens, reviews and distributes mail; disposes of routine matters; prepares correspondence for supervisor’s signature. Ensures timelines are met for various department actions. Prepares assigned pre- and/or post-Board documents for approval by RN Investigative staff and completes other pre/post Board functions as designated. Maintains confidentiality of investigative information at all times. Conveys a positive and professional image for the Agency in interaction with applicants, licensees, other state agencies and co-workers. Performs related work as required. Level Descriptor This is the career level where employees will be expected to perform duties at all levels of complexity. Compliance Monitoring: [Compliance monitoring involves the oversight of nurses/AUAs placed on probation by the Oklahoma Board of Nursing (Board) or who have conditions to be met, in collaboration with and under direction of a nurse investigator.] 1. Receive and record self-assessment, counseling, probation officer, support group, nursing practice and drug screen reports as well as any additional requirements of their probation/conditions with the Board. 2. Communicate by telephone and mail with probationary nurses, employers, counselors, laboratories, probation officers and physicians concerning probationary terms of Board Orders or problems. Maintain documentation log of communications. 3. Refer calls to nurse investigator that are complex and require interpretation beyond the Secretary level. Document and inform nurse investigator immediately of potential violations of probation. 4. Prepare and mail Supervised Practice forms to employers and Probation Officers Report forms to probation officers for completion. 5. Review drug screen reports for compliance with the criteria developed by the Board. Inform the nurse investigator if they do not meet criteria and initiate action as directed by the nurse investigator. 6. Review reports submitted. Give all reports to nurse investigator for review and to verify that guidelines are being met. Communicate with nurses as directed by the nurse investigator. 7. Update the compliance status in the database by the established date following Board meetings. 8. Provide nurse investigators with a list of nurses/AUAs who are ready to terminate their probation prior to each Board meeting. 9. Post address changes of probationary nurses/AUAs to the database. 10. Provide monthly list of reports not received and keep monitoring of compliance updated weekly. 11. Prepare Show Cause Orders for nurse investigator as directed.

Requirements

three years of experience performing a variety of complex clerical and typing work PLUS one year of experience as a legal secretary; or an equivalent combination of education and experience.
knowledge of guidelines related to the preparation and filing of various legal documents and forms
knowledge of business communications
knowledge of legal terms and definitions
knowledge of business English
knowledge of office procedures
knowledge of business arithmetic
knowledge of training principles and practices
knowledge of public relations
Ability to establish effective working relationships with others
Ability to type accurately from plain copy at a rate of fifty words per minute
Ability to prepare complex legal documents and forms
Ability to deal with the public
Ability to handle confidential work with tact and discretion
Ability to exercise judgment in interpreting and applying rules or policy
Ability to follow oral and written instructions
Ability to operate standard office equipment
Ability to communicate effectively, both orally and in writing
Ability to perform the typical functions of this job family with minimal supervision

Responsibilities

Provides secretarial and administrative support for nurse investigators and attorneys
Composes and prepares various legal documents and forms
Independently researches, locates and assembles legal materials for working files used in docketing cases or information and data for administrative board or consideration and action
Gathers agency data and documents to support various pleadings filed in different courts
Develops and maintains files on research sources
Maintains confidential legal files and hard copy or electronic records
Assists attorneys and nurse investigators in ensuring that deadlines are met for filing various court actions
Files orders, judgments, pleadings, briefs and other documents on behalf of division staff
Plans, organizes and coordinates secretarial support for nurse investigators and attorneys, general counsel or other legal staff
Operates a variety of modern office equipment
Screens phone calls and receives visitors
Provides information or refers to appropriate official
Opens, reviews and distributes mail
Disposes of routine matters
Prepares correspondence for supervisor’s signature
Ensures timelines are met for various department actions
Prepares assigned pre- and/or post-Board documents for approval by RN Investigative staff and completes other pre/post Board functions as designated
Maintains confidentiality of investigative information at all times
Conveys a positive and professional image for the Agency in interaction with applicants, licensees, other state agencies and co-workers
Performs related work as required
Receive and record self-assessment, counseling, probation officer, support group, nursing practice and drug screen reports as well as any additional requirements of their probation/conditions with the Board.
Communicate by telephone and mail with probationary nurses, employers, counselors, laboratories, probation officers and physicians concerning probationary terms of Board Orders or problems.
Maintain documentation log of communications.
Refer calls to nurse investigator that are complex and require interpretation beyond the Secretary level.
Document and inform nurse investigator immediately of potential violations of probation.
Prepare and mail Supervised Practice forms to employers and Probation Officers Report forms to probation officers for completion.
Review drug screen reports for compliance with the criteria developed by the Board.
Inform the nurse investigator if they do not meet criteria and initiate action as directed by the nurse investigator.
Review reports submitted.
Give all reports to nurse investigator for review and to verify that guidelines are being met.
Communicate with nurses as directed by the nurse investigator.
Update the compliance status in the database by the established date following Board meetings.
Provide nurse investigators with a list of nurses/AUAs who are ready to terminate their probation prior to each Board meeting.
Post address changes of probationary nurses/AUAs to the database.
Provide monthly list of reports not received and keep monitoring of compliance updated weekly.
Prepare Show Cause Orders for nurse investigator as directed.