Legal Secretary II

Job Posting Title

Agency

Supervisory Organization

Job Posting End Date

Refer to the date listed at the top of this posting, if available. Continuous if date is blank.

Note: Applications will be accepted until 11:59 PM on the day prior to the posting end date above.

Estimated Appointment End Date (Continuous if Blank)

Full/Part-Time

Job Type

Compensation

Job Description

DEFINITION:

Under supervision of the Legal IV secretary, provide secretarial and administrative support to the Legal Division.

JOB DUTIES:

• Prepare, proofread, edit, and format legal correspondence, pleadings, memoranda, reports, contracts, and other legal documents.
• Maintain electronic and physical legal files in an organized and confidential manner. Ensure all legal documents are scanned and saved in appropriate files.
• Schedule meetings, hearings, depositions, and appointments; maintain docketing calendars.
• Assist with and record administrative hearings.
• Receive, screen, and route telephone calls, emails, and correspondence.
• Draft routine correspondence and legal forms for attorney review.
• Assist with document production, discovery, records requests, and case file organization.
• File documents with courts, administrative agencies, or other governmental entities as directed.
• Monitor deadlines and maintain calendaring systems to ensure timely completion of assignments.
• Process incoming and outgoing mail, including service of process, and maintain records of legal correspondence.
• Maintain office supplies and assist with general administrative support for the legal division.
• Perform data entry and maintain databases and tracking systems.
• Prepares and submits travel claims and reimbursement forms
• Handle confidential information with discretion and professionalism.
• Perform other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of legal terminology, procedures, and document preparation.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Strong proofreading, grammar, and written communication skills.
• Excellent organizational and time management abilities.
• Ability to prioritize multiple assignments while meeting deadlines.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and exercise sound judgment.
• Excellent interpersonal and customer service skills.
• Ability to work independently and collaboratively with attorneys, staff, and external stakeholders.
• Experience with electronic document management and case management systems is preferred.

EDUCATION AND EXPERIENCE:

Legal Secretary II:

• High school diploma or equivalent required; associate degree or legal secretary/paralegal certificate preferred but not required.
• Minimum of three (3) years of experience as a legal secretary, legal administrative assistant, or in a comparable legal support role.
• Experience working in a law firm, government legal office, or corporate legal department preferred.

NOTE:

Employees of the Oklahoma Insurance Department cannot have an immediate relative who is financially interested, directly or indirectly, in any insurer, agency or insurance transaction (except as a policyholder or claimant). The selected applicant must pass a background check. 

TELEWORK:

This position may be eligible for two days of telework each week under OID’s Telework Program.

To see a complete list of benefits offered by the State of Oklahoma to employees of the state click on the following link.  https://oklahoma.gov/omes/divisions/human-capital-management/employee-benefits.html Equal Opportunity Employer

Equal Opportunity Employment

The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.

Current active State of Oklahoma employees must apply for open positions internally through the Workday Jobs Hub.

If you are needing any extra assistance or have any questions relating to a job you have applied for, please click the link below and find the agency for which you applied for additional information:

Agency Contact