Legal Secretary

Datrose•New York, NY

4d•Hybrid

About The Position

The New York State Office of Cannabis Management (OCM) is seeking a Legal Secretary to support the Office of Administrative Hearings (OAH). Reporting to the Office of Administrative Hearings, the selected candidate will work closely with investigators, attorneys, respondents, court reporters, Administrative Law Judges (ALJs), and administrative staff to provide comprehensive legal and administrative support. This position is responsible for assisting with hearing preparation, case management, legal document preparation, legal research, and maintaining case records and tracking systems. The ideal candidate will possess strong organizational skills, attention to detail, the ability to manage confidential information, and experience supporting legal professionals in a fast-paced environment.

Requirements

Associate degree and/or equivalent combination of education and relevant legal administrative experience.
Experience supporting attorneys, legal staff, administrative hearings, or litigation-related activities.
Strong knowledge of legal terminology, legal procedures, and document preparation.
Experience maintaining case files, legal records, calendars, and tracking systems.
Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
Excellent written and verbal communication skills.
Strong organizational skills with the ability to prioritize multiple assignments and meet deadlines.
Ability to handle sensitive and confidential information with discretion.
Strong attention to detail and accuracy.

Nice To Haves

Experience working in a government, regulatory, administrative law, or legal environment.
Familiarity with hearing procedures, case management systems, and legal research methods.
Experience preparing subpoenas, legal correspondence, and hearing exhibits.
Knowledge of administrative law processes and legal filing requirements.

Responsibilities

Prepare correspondence and all relevant case materials for administrative hearings.
Assist investigators and attorneys in preparing cases for hearings by completing a variety of legal and administrative activities.
Draft and prepare legal documents for investigator and attorney review.
Organize, maintain, and update hearing files, exhibits, and supporting documentation.
Prepare subpoenas and coordinate service of process.
Arrange for the filing and maintenance of legal memoranda, motions, and other legal documents.
Provide attorneys with supporting materials, resources, and documentation needed for hearings.
Conduct legal and regulatory research, analyze findings, and prepare verbal and written summaries.
Maintain case management databases, tracking systems, and electronic records.
Prepare and maintain case files, calendars, hearing schedules, docket information, deadlines, and final decisions.
Coordinate hearing scheduling for attorneys, investigators, respondents, and court reporters.
Compile, organize, and maintain hearing records and confidential legal files.
Assist Administrative Law Judges with confidential legal and administrative matters.
Monitor case status and ensure timely completion of assigned tasks and deadlines.
Perform other duties as assigned by the Administrative Law Judge.