Legal Secretary - Civil Enforcement Division

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The Oregon Department of Justice, Civil Enforcement Division is seeking to fill two Legal Secretary positions, in the Spinnaker Office for the Civil Recovery Section. The Civil Enforcement Division is the civil law enforcement arm of the DOJ. The Civil Recovery Section represents state agencies in litigation to recover money owed to the state and in a variety of non-monetary cases (including injunctive relief and protective proceedings). Attorneys in the Civil Recovery Section are assigned to provide advice and litigation services to all agencies, boards and commissions of the State of Oregon.

Legal Secretaries in the section provide a variety of clerically related services in direct support of agency programs requiring a thorough knowledge of programs and activities. This position provides support for the assistant attorneys general in preparing cases for trial. If you are a legal professional who thrives in a fast-paced environment, we’d like the opportunity to consider you. If selected, we’ll ensure you are paid well and equitably to your peers, make work-life balance attainable, and show you the door to professional development and job satisfaction.

• Draft, finalize, and proofread accurate case-related correspondence and pleadings for attorneys.

• Prepare exhibits and other court documents, subpoenas, witness fees, and ensure timely handling/filing (both electronic and hard copy) with appropriate venues.

• Enter information into a case management system as required, schedule follow-ups and monitor case activity including tracking critical legal deadlines.

• Create and maintain case files and determine daily actions.

• File and organize documents.

• Primary person to schedule meetings, appointments, hearings, depositions, and interview dates and times for attorneys, hearings personnel, opposing parties and witnesses, and various meetings for section personnel.

• Maintain a reminder system on important court deadlines.

• Contact other government agencies for information and communicate with state and federal officials.

• Use internet databases to gather information, and to search for addresses and court information.

• Update and review charts for accurate case information.

• Responsible for maintaining case files including tracking documents, obtaining information or materials as required or requested by attorney(s) or courts.

• May assume responsibility for completing duties of other clerical staff and training of other section clerical staff.

• Perform special projects as assigned by section attorneys.

• Independently review appropriate state, county or federal rules of practice and procedure.

Research suggests that women and people of color are less likely to apply unless they are confident they meet 100% of the listed qualifications. We strongly encourage all interested individuals to apply, and allow us to evaluate the knowledge, skills, and abilities that you demonstrate, using an intentional equity lens.

• Two years of clerical/secretarial experience which includes at least one 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.

• Have and maintain a valid driver’s license.

• Demonstrate professional verbal and written communication skills.

• Experience with working independently, prioritizing own work and meeting time-sensitive deadlines, at times with little notice and frequent interruptions.

• Ability to learn and use a variety of document management, case management and other computer programs

• Legal experience in a litigation environment with a proficient knowledge of legal terminology.

• Ability to exercise judgment and discretion in applying laws and policies.

• Knowledge and understanding of the state court rules and procedures.

• Ability to maintain punctual and regular attendance.

• Able to lift and transport boxes or case files.

• Experience providing accuracy and attention to detail in work performance.

• Skilled in problem-solving and gathering information techniques.

• Must be skilled and able to exercise confidentiality with sensitive case information.

• Experience must include proficiency with word processing software and internet databases usage.

• Must have experience working in an open office environment with noise from ringing telephones, printers, copiers, telephone conversations and other office equipment.

• Exposure to a variety of operational areas within the Civil Enforcement Division (for those interested in future advancement opportunity).

• Future advancement opportunities within this or another state agency.

• An agency committed to equal opportunity and workforce diversity.

• Opportunity to expand your skills as a legal paraprofessional.

• Permanent, full-time employment in Portland, Oregon.

• Vacation, sick leave, 11 paid holidays a year, and special days off.

• Excellent medical, dental, and vision benefits.

• Pension and retirement programs.

• Endless peer and management support, and representation by the Service Employees International Union (SEIU).

• Opportunity to expand your professional skills.