Legal Secretary

State Bar of Arizona•Phoenix, AZ

5d•$23 - $24•Onsite

About The Position

The State Bar of Arizona is seeking a Legal Secretary to join their lawyer regulation department. This role is vital in ensuring the efficiency of resolving lawyer misconduct cases, contributing to the overall mission of protecting the public. The State Bar of Arizona is a non-profit organization supervised by the Arizona Supreme Court, regulating attorneys and providing educational programs. Employees receive employer-paid medical, dental, and vision benefits, annual HSA funding, quarterly wellness reimbursements, 401(k) employer match, and generous paid time off.

Requirements

High School Diploma or General Education Degree (GED)
Two (2) years related experience in secretarial field in a legal setting.
Ability to read and comprehend instructions, short correspondence, and memos.
Ability to write routine and non-routine reports and correspondence, conforming writing to prescribed style format.
Must maintain confidential information provided.
Ability to effectively present information in one-on-one situations in a professional and friendly manner.
Excellent customer-service skills.
Work requires continual attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
Some analytical ability is required in order to gather and summarize data for reports.
High level of interpersonal skills to handle sensitive and confidential situations; demonstrated poise, tact and diplomacy.
Ability to perform basic mathematical functions (e.g., adding, subtracting, multiplying, dividing).
Strong attention to detail and well organized.
Must be team oriented but able to work independently on occasion.
Ability to work on multiple projects and to make decisions in accordance with established policies, procedures and deadlines.
Microsoft windows environment with Office Suite to include formatting and production of word processing documents, spreadsheets, and reports.
Ability to use tools for video conferencing, as needed.
Familiarity with case management systems and/or willingness to be trained in any new applications or case management system.
Reliable transportation is required for potential travel within the metropolitan area.
If using personal vehicle, must have appropriate driver’s license and insurance coverage.
Regular attendance is required.
Overtime may be required to fulfill duties of position.
Ability to handle and prioritize multiple, competing tasks and demands and to seek supervisory assistance as appropriate.

Nice To Haves

Notary public.

Responsibilities

Assists Bar Counsel in the preparation of legal and other documents relating to attorney reinstatement, disability and discipline proceedings.
Assists Bar Counsel in the preparation of legal documents and correspondence on formal files and maintains all investigative and formal files.
Provides assistance to attorneys including screening of telephone calls, providing answers to questions regarding case status and procedures, transcription of dictation, preparation of correspondence, processing of mail, preparation of cost statements and maintenance of attorneys’ calendars.
Maintains attorneys’ files.
Provides assistance to assigned Bar Counsel including screening of telephone calls, communicating with complainants, respondents, respondent’s counsel, and Bar personnel concerning issues regarding case status and procedures.
Performs detailed follow-up on dismissals, appeals, diversions and informal sanctions, tickling and preparing correspondence, terms and conditions, and orders in matters diverted to the Member Assistance Program and/or Law Office Management Assistance Program.
Assists with monitoring diversion and probation cases.
Maintains a tickler system of all ongoing cases for Bar Counsel, including miscellaneous matters in which correspondence is sent requesting additional information, and transmitting all charges to respondent attorneys.
Timely uploads case documentation/information, tracks and codes cases in the case management system.
Determines when and whether a file is public or confidential and what information can be relayed to the public, and makes the appropriate indications in the discipline database.
Assists Bar Counsel in drafting, tracking, and all follow-up on all legal pleadings and documents.
Coordinates with bar counsel and compiles materials for the Adjudication Review Team meetings, Pre-PCR meetings, and Attorney Discipline Probable Cause meetings.
Updates and maintains all Lawyer Regulation investigation and formal files.
Manages file close out including file organization and scanning.
Drafts specially tailored correspondence, motions and orders for Bar Counsel.
Assists legal secretaries, other legal division staff, and general State Bar staff with overflow work or special projects.
Provides any other assistance to attorneys, including administration of pro bono or court assigned cases.
May assist in providing support to other areas including the main reception area, as assigned.
Performs all other related duties, as assigned.