State of Oklahoma
Legal Secretary
The Legal Secretary is responsible for providing confidential secretarial and administrative support services to attorneys within the Legal Division of the Oklahoma Tax Commission and assistance to internal and external customers. Duties and responsibilities include: Performing secretarial and administrative support services for attorneys; composing and preparing various legal documents, correspondence, exhibits, and forms Assisting attorneys in ensuring that deadlines are met for court filings; filing orders, judgments, pleadings, briefs, and other documents on behalf of attorneys Reviewing legal documents, researching applicable facts, and preparing responses as appropriate Providing file maintenance for hard copy and electronic files, including scanning case files, copying pleadings, and maintaining case logs for review and action by attorneys Operating a variety of office equipment; screening phone calls and receiving visitors; providing requested assistance or information; opening, reviewing, and distributing mail Processing incoming checks received by the Legal Division as assigned Assisting with training and cross-training of other Legal Division employees as requested Assisting in projects as assigned Other duties as assigned The complexity of knowledge, skills, and abilities required includes: Knowledge of basic legal terms and definitions Computer operations Office practices Skills in operating standard office equipment Interpersonal skills Computer and applicable software use Proficient in Microsoft Office programs with the ability to create and edit documents, manage emails, and prepare reports Exceptional attention to detail Complex records maintenance Ability to: Edit and correct draft documents Handle confidential work with tact and discretion Make routine decisions in accordance with agency policy Interact professionally at all times in a manner that reflects well on the agency Establish and maintain effective working relationships with others and contribute to a positive working environment Follow oral and written instructions Communicate effectively, both orally and in writing Work effectively in a fast-paced environment Prioritize tasks to meet deadlines Prepare complex legal documents and forms Direct mail and other inquiries to the appropriate employee with limited assistance Respond positively and effectively to all support requests from attorneys and demonstrate a willingness to tailor documents and processes to attorneys preferences Minimum qualifications consist of: An associates degree in business/public administration, law, or closely related field, PLUS one year of experience performing a variety of complex clerical and typing work OR at least three years of experience in performing a variety of complex clerical and typing work OR an equivalent combination of qualifying education and/or experience Preferred qualifications may be given to applicants who have at least two years of experience as a legal secretary. Physical demands include: Ability to sit and stand for extended periods of time Ability to see and read a computer screen and printed material with or without vision aids Ability to hear and understand speech at normal levels, with or without aids Ability to communicate clearly Physical ability to lift up to 15 pounds, to bend, stoop, climb stairs, walk, and reach Special requirements include: Travel is required for this position. Applicants must have reliable transportation and be willing and able to perform all job-related travel. Possession and maintenance of a valid Oklahoma State Drivers License is also required. Telework may be required based on the needs of the agency, division, and section. If applicable, applicant must be willing and able to work BOTH on-site and telework at an off-site location, generally in the applicants home. Applicant must have a secure internet connection and a dedicated telephone (landline) or smart phone device during scheduled working hours. Additional notes: This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. All offers of employment will be contingent upon successful completion of a fingerprint-based background check, reference check, and federal and state tax compliance check. 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.
The Legal Secretary is responsible for providing confidential secretarial and administrative support services to attorneys within the Legal Division of the Oklahoma Tax Commission and assistance to internal and external customers. Duties and responsibilities include: Performing secretarial and administrative support services for attorneys; composing and preparing various legal documents, correspondence, exhibits, and forms Assisting attorneys in ensuring that deadlines are met for court filings; filing orders, judgments, pleadings, briefs, and other documents on behalf of attorneys Reviewing legal documents, researching applicable facts, and preparing responses as appropriate Providing file maintenance for hard copy and electronic files, including scanning case files, copying pleadings, and maintaining case logs for review and action by attorneys Operating a variety of office equipment; screening phone calls and receiving visitors; providing requested assistance or information; opening, reviewing, and distributing mail Processing incoming checks received by the Legal Division as assigned Assisting with training and cross-training of other Legal Division employees as requested Assisting in projects as assigned Other duties as assigned The complexity of knowledge, skills, and abilities required includes: Knowledge of basic legal terms and definitions Computer operations Office practices Skills in operating standard office equipment Interpersonal skills Computer and applicable software use Proficient in Microsoft Office programs with the ability to create and edit documents, manage emails, and prepare reports Exceptional attention to detail Complex records maintenance Ability to: Edit and correct draft documents Handle confidential work with tact and discretion Make routine decisions in accordance with agency policy Interact professionally at all times in a manner that reflects well on the agency Establish and maintain effective working relationships with others and contribute to a positive working environment Follow oral and written instructions Communicate effectively, both orally and in writing Work effectively in a fast-paced environment Prioritize tasks to meet deadlines Prepare complex legal documents and forms Direct mail and other inquiries to the appropriate employee with limited assistance Respond positively and effectively to all support requests from attorneys and demonstrate a willingness to tailor documents and processes to attorneys preferences Minimum qualifications consist of: An associates degree in business/public administration, law, or closely related field, PLUS one year of experience performing a variety of complex clerical and typing work OR at least three years of experience in performing a variety of complex clerical and typing work OR an equivalent combination of qualifying education and/or experience Preferred qualifications may be given to applicants who have at least two years of experience as a legal secretary. Physical demands include: Ability to sit and stand for extended periods of time Ability to see and read a computer screen and printed material with or without vision aids Ability to hear and understand speech at normal levels, with or without aids Ability to communicate clearly Physical ability to lift up to 15 pounds, to bend, stoop, climb stairs, walk, and reach Special requirements include: Travel is required for this position. Applicants must have reliable transportation and be willing and able to perform all job-related travel. Possession and maintenance of a valid Oklahoma State Drivers License is also required. Telework may be required based on the needs of the agency, division, and section. If applicable, applicant must be willing and able to work BOTH on-site and telework at an off-site location, generally in the applicants home. Applicant must have a secure internet connection and a dedicated telephone (landline) or smart phone device during scheduled working hours. Additional notes: This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. All offers of employment will be contingent upon successful completion of a fingerprint-based background check, reference check, and federal and state tax compliance check. 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.