Legal Secretary (Norman)

State of Oklahoma • Norman, OK

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About The Position

The Oklahoma Indigent Defense System (OIDS) is the statewide public defender agency which provides legal representation to indigent clients throughout the State of Oklahoma, with the exception of Oklahoma and Tulsa counties. OIDS is currently seeking a full-time Legal Secretary in our Appellate West Division, Norman office. Basic Purpose Positions in this job family are assigned responsibilities for providing secretarial and administrative support to attorneys.

Requirements

• Level I: 5+ years of relevant secretarial experience.
• Level II: 5+ years of relevant secretarial experience, plus 1+ years additional experience as Legal Secretary I or equivalent.
• Level III: 5+ years of relevant secretarial experience, plus 3+ years additional experience as Legal Secretary I or equivalent.
• Level IV: 5+ years of relevant secretarial experience, plus 5+ years additional experience as Legal Secretary I or equivalent.
• Knowledge of business English
• Knowledge of computer operations
• Knowledge of basic legal terms and definitions
• Knowledge of business arithmetic
• Knowledge of office practices
• Knowledge of complex records maintenance.
• Skill is required to type accurately from plain copy at a rate of fifty words per minute
• Skill to operate standard office equipment.
• Ability is required to correct rough copy
• Ability to handle confidential work with tact and discretion
• Ability to make routine decisions in accordance with agency policy
• Ability to deal tactfully with the public
• Ability to establish and maintain effective working relationships with others
• Ability to follow oral and written instructions
• Ability to communicate effectively, both orally and in writing.
• Applicants must be willing and able to fulfill all job-related travel normally associated with this position.

Responsibilities

• Provides secretarial and administrative support for attorneys
• Composes and prepares various legal documents and forms
• Takes and transcribes dictation of confidential, technical, or legal material requiring high degree of accuracy
• Records and transcribes proceedings of meetings and conferences.
• Independently researches, locates and assembles legal materials for working files used in docketing cases or information and data for administrative board or commission consideration and action
• Gathers agency data and documents to support various pleadings filed in different courts
• Develops and maintains files on research sources.
• Reviews routine petitions regarding administrative appeals and prepares appropriate draft pleadings.
• Arranges for special conferences and meetings
• Maintains attorney’s calendar, advising of commitments
• Makes travel arrangements
• Prepares and submits travel claims and expense account.
• Schedules depositions, prepares exhibits for court cases
• Compiles reports or other materials for use by an attorney or other member of a legal staff.
• Maintains or supervises the maintenance of confidential legal files and hard copy or electronic records.
• Assists attorneys in ensuring that deadlines are met for filing various court actions
• Files orders, judgments, pleadings, briefs and other documents on behalf of an attorney.
• May plan, organize and coordinate secretarial support for a staff of attorneys, general counsel or other legal staff
• Establish office policies and procedures
• Schedule activities for attorneys and other staff members.
• May supervise secretarial staff in the completion of required tasks
• Assign and review work
• Evaluate performance
• Provide training
• Approve leave
• Initiate disciplinary actions
• Interpret rules and regulations.
• 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.

Benefits

• Generous state paid benefit allowance to help cover insurance premiums
• Wide choice of insurance plans with no pre-existing condition exclusions or limitations
• Life/Supplemental Life/Dependent Life/Disability insurance plans
• Flexible spending accounts for health care expenses or dependent care
• Employee assistance program and health/fitness programs
• 15 days of vacation and 15 days of sick leave the first year for full time employees (amounts increase with years of service)
• 11 paid holidays
• Retirement Savings Plan with a generous match
• Longevity Bonus for years of service

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed