Legal Secretary

State of Oregon•Portland, OR

1d•Hybrid

About The Position

The Oregon Public Defense Commission (OPDC) Trial Division is seeking a skilled and detail-oriented Legal Secretary for our Portland office to provide comprehensive administrative and case support to attorneys, paralegals, and investigators representing clients in criminal defense matters. In this role, you will help manage case files and attorney calendars, coordinate court filings and deadlines, and support a fast-paced legal team dedicated to protecting the constitutional rights of individuals facing criminal charges. If you are organized, reliable, and interested in contributing to a mission-driven public defense office, we encourage you to apply. This recruitment will be used to establish a list of qualified applicants to fill the current vacancy and may be used to fill future vacancies as they occur. This position is eligible for a hybrid work arrangement with a mix of in-office and remote work.

Requirements

Two (2) years of clerical/secretarial experience which includes at least one (1) year as a legal assistant.
OR Secretary for an attorney or judge or performance of legal support duties (such as preparing legal documents, maintaining legal records, or researching legal information).
Experience must include proficiency in Word Processing software.

Nice To Haves

Excellent Organizational & Case Management Abilities: Demonstrated ability to manage complex case files, discovery materials, litigation databases, calendars, court dates, filings, travel, and deadlines with accuracy and consistency.
Attention to Detail: Careful proofreading, citation review, document accuracy checks, and ensuring compliance with court rules and e-filing procedures.
Strong Knowledge of Legal Procedures: Understanding court jurisdiction, pleading formats, OECI/OJIN e-filing rules, and applicable procedural requirements.
Advanced Written Communication Skills: Drafting legal documents, correspondence, certificates of service, subpoenas, and other materials clearly and accurately.
Effective Verbal Communication & Client Service: Communicates professionally with clients, attorneys, court staff, and others while explaining processes and coordinating logistics; communicates respectfully with individuals from diverse backgrounds.
Time Management & Deadline Management: Effectively prioritizes multiple assignments and manages competing deadlines to ensure timely filings and case support.
Technical Proficiency: Uses case management systems, calendaring and docketing systems, e-filing platforms, and document preparation software effectively.
Problem Solving & Analytical Ability: Reviews documents and case materials to identify missing information, procedural issues, or potential filing problems and alerts attorneys or staff.
Confidentiality & Professional Judgement: Maintains discretion with sensitive legal information and exercises sound judgment when handling client and court communications.

Responsibilities

Drafting and processing legal documents
Maintaining calendars and tracking court deadlines
Managing records and case files
Conducting legal research
Overseeing docketing, case management, and timekeeping functions
Coordinating communications with clients, courts, and public safety agencies
Maintain daily communication with clients, opposing parties, court officials, and witnesses to coordinate case development and closure activities.
Manage detailed calendars for court dates, filing deadlines, meetings, travel, and related obligations while maintaining case management systems, time sheets, and statistical reports.
Prepare correspondence, arrange travel, screen and route calls, and provide procedural information to ensure efficient case support and organization.
Draft, proofread, and finalize legal documents and correspondence, ensuring proper jurisdiction, pleading format, accurate citations, and overall completeness before submitting them for attorney review and revision.
Prepare supporting materials such as certificates of service, summons, subpoenas, legal memoranda, exhibits, and simple orders for judicial signature.
Track and process legal documents throughout all stages of a case while complying with court rules and OECI/OJIN e-filing procedures to support accurate and timely filings.
Plan and initiate court filings and notices while maintaining detailed calendaring and docket systems to track trials, hearings, and deadlines.
Review documents to verify legal procedures, due process requirements, and accuracy, advising legal professionals of issues requiring attention and obtaining any missing information.
Coordinate witness and expert scheduling, prepare hearing and mediation materials, manage case files from opening to closure, and arrange teleconferences and follow-up actions as needed.