Legal Secretary III-IV (22-0224)
- Full-Time
- Austin, TX
- OFFICE OF THE ATTORNEY GENERAL
- Posted 3 years ago – Accepting applications
GENERAL DESCRIPTION
The Office of the Attorney General (OAG) is a dynamic state agency with over 4000 employees throughout the State of Texas. As the State’s law firm, the OAG provides exemplary legal representation in diverse areas of law. Legal Secretaries experience the challenge and honor of public service while enjoying a healthy work-life balance; hands-on legal secretarial
experience; and engaging camaraderie in Austin, the scenic and lively capital of Texas. OAG employees enjoy excellent benefits (https://ers.texas.gov/Benefits-at-a-Glance) along with
tremendous opportunities to do important work and make a positive difference in the lives of Texans. This Legal Secretary position is in the Financial Litigation and Charitable Trusts Division’s Financial Litigation group, which handles the State’s administrative enforcement, appeals, copyright infringement, breach of contract actions and related matters. This position
performs complex/advanced secretarial work for the Office of the Attorney General - Financial Litigation and Charitable Trusts Division. Work involves providing legal and administrative support and maintaining communication with clients, attorneys, agencies, and the public.
ESSENTIAL JOB FUNCTIONS
Prepares, proofreads, and finalizes complex correspondence, pleadings, briefs and other legal documents
Reviews and processes mail for legal staff and schedules, maintains, and updates appointment calendars detailing events
Organizes, indexes, and files legal and administrative documents; develops, coordinates and maintains record keeping and filing systems for complex and document-intensive cases
Answers the phone, providing general information, or routing calls as appropriate
Obtains and follows requirements for proper filing and delivery of documents
Coordinates travel arrangements and reimbursements for division personnel; prepares vouchers and other administrative forms and follows requirements for proper filing and delivery of documents
Arranges meetings, interviews, oral depositions and court appearances; contacts courts and/or court reporter to ensure attendance
Check citations of statutes, quotations, footnotes, case notes, and legal references for accuracy
Organizes trial and hearing materials
Participates in successful case management
Assists legal staff in opening and closing case files
Assists legal staff in complying with time accounting policies and procedures
Assists in preparing responses to legislation inquiries and open records requests
May assist in interpreting rules, regulations, policies, and procedures for agency staff or the general public.
May assist with maintaining a law library
May transcribe legal and technical dictation and record hearings activities
May prepare statistical and administrative reports
May train less tenured staff
Performs related work as assigned
Maintains relevant knowledge necessary to perform essential job functions
Attends work regularly in compliance with agreed-upon work schedule
Ensures security and confidentiality of sensitive and/or protected information
Complies with all agency policies and procedures, including those pertaining to ethics and integrity
Qualifications
MINIMUM QUALIFICATIONS
Education: Graduation from high school or equivalent
Experience: One-year full-time general administrative, clerical, or secretarial experience; may substitute thirty credit hours from an accredited college or university OR completion of legal secretarial training for experience [Copy of certificate required], PLUS three years legal experience
Knowledge of legal practices and terminology; and of spelling, punctuation, sentence structure, and grammar
Skill in use of a computer and office equipment and reference materials.
Skill in handling multiple tasks, prioritizing, and meeting deadlines
Skill in effective oral and written communication
Skill in exercising sound judgment and effective decision making
Ability to prepare legal correspondence and documents; to take and transcribe dictation; to maintain files and records; to interpret rules, regulations, policies, and procedures; and to
communicate effectively.
Ability to receive and respond positively to constructive feedback
Ability to work cooperatively with others in a professional office environment
Ability to provide excellent customer service
Ability to work in person at assigned OAG work location, perform all assigned tasks at designated OAG workspace within OAG work location, and perform in-person work with coworkers (e.g., collaborating, training, mentoring) for the entirety of every work week (unless on approved leave)
Ability to arrange for personal transportation for business-related travel
Ability to work more than 40 hours as needed and in compliance with the FLSA
Ability to lift and relocate 30 lbs.
Ability to travel (including overnight travel) up to 5%
Legal Secretary IV – All of the above functions and qualifications, plus:
Reviews legal publications and performs database searches to identify laws and court decisions relevant to pending cases.
Prepares statistical and administrative reports
Develops and coordinates the maintenance of record-keeping and filing systems; interprets rules, regulations, policies, and procedures for the agency, agency staff, or the general public
Reviews citations of statutes, quotations, footnotes, case notes, and legal references for accuracy
Coordinates the service of subpoenas, notices of deposition, and other legal documents
Trains less tenured staff
May maintain a law library
Experience: Two years full-time general administrative, clerical, or secretarial experience, PLUS three years legal experience
PREFERRED QUALIFICATIONS
Experience: Five years full-time legal secretarial work in a litigation environment
Experience with financial, securities, or Texas charitable trusts
Experience using Microsoft Word, Excel, Adobe Acrobat Pro DC, and OAG Legal Case Management System (LCMS)
Prior experience with the Office of the Attorney General or other state agency
Knowledge of electronic filing procedures for state and federal courts
Extensive knowledge of appellate brief, including preparation of table of contents and index of authorities
Ability to type 70 wpm
TO APPLY
Submit a completed State of Texas job application through the OAG Job Postings Page. In addition, electronic applications can be submitted through CAPPS Recruit. A State of Texas application must be completed to be considered, and paper applications are not accepted. For further instructions on how to apply through the OAG Job Postings Page, see our How to Apply page. Your application for this position may subject you to a criminal background check pursuant to the Texas Government Code. Military Crosswalk information can be accessed at http://www.hr.sao.state.tx.us/Compensation/MilitaryCrosswalk/MOSC_Legal.pdf
THE OAG IS AN EQUAL OPPORTUNITY EMPLOYER