Oregon Department of Transportation

The Oregon Department of Justice is looking to hire an experienced Legal Secretary to join the General Counsel Division, Infrastructure and Transportation Section.. You will assist attorneys who provide specialized legal consultation related to state infrastructure, including advice, contract planning, contract development, and contract review for design and construction projects across state government.. The section’s attorneys advise the Oregon Department of Transportation (ODOT) and other transportation agencies, providing advice and other important legal services around the administration, operation, and maintenance of the State’s transportation services and infrastructure.. INS also provides legal services to support the state’s efforts to increase equity and accessibility throughout state government, serving as contact counsel for the ODOT Office of Equity and Civil Rights and the Certification Office for Business Inclusion and Diversity and advising on diversity, equity, and inclusion initiatives.. Two years of clerical/secretarial experience which included 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).

secretary general

Initial Posting Date 05/02/2024 Application Deadline 05/09/2024 Agency Department of Justice Salary Range $3,619 - $4,998 Position Type Employee Position Title Legal Secretary (General Counsel Division) - Salem Job Description Make a difference with the Oregon Department of Justice! The Oregon Department of Justice is looking to hire an experienced Legal Secretary to join the General Counsel Division, Infrastructure and Transportation Section. If selected, you will provide clerical and administrative assistance to the section. This position is a key administrative liaison for the section attorneys and major client agencies. You will assist attorneys who provide specialized legal consultation related to state infrastructure, including advice, contract planning, contract development, and contract review for design and construction projects across state government. The section’s attorneys advise the Oregon Department of Transportation (ODOT) and other transportation agencies, providing advice and other important legal services around the administration, operation, and maintenance of the State’s transportation services and infrastructure. INS also provides legal services to support the state’s efforts to increase equity and accessibility throughout state government, serving as contact counsel for the ODOT Office of Equity and Civil Rights and the Certification Office for Business Inclusion and Diversity and advising on diversity, equity, and inclusion initiatives. Job Duties (in Part) After training is complete, there may be more schedule flexibility and the opportunity for a hybrid work schedule. <ul><li>Review, assign and route contracts from Contracts Review In-Box. Draft and type case-related correspondence, contracts, pleadings, and briefs for section attorneys. Check all case cites as necessary for accuracy. Proofread documents for section personnel.</li><li>Input required data entry and retrieval for case management and docket system, including critical legal deadlines. Open/Close/Maintain pending files, and follow-up as appropriate.</li><li>Prepare exhibits, court documents, subpoenas, witness fees, etc., and ensure timely handling/filing.</li><li>Coordinate and schedule meetings, hearing dates, deposition dates and conference calls with agency personnel, court personnel, hearings personnel, opposing parties and witnesses; coordinate and schedule various meetings for section personnel.</li><li>Answer and route incoming telephone calls. Answer telephone inquiries from the public, court personnel, hearings personnel, private counsel, agency personnel, and DOJ personnel regarding case-related inquiries, administrative procedures, and attorney assignment. Act as liaison between client agencies and section personnel.</li><li>Review, screen, and distribute incoming mail; use discretion on whether to reroute mail or process personally; process section attorney's travel arrangements, reimbursement requests, CLE requests, and library requests.</li><li>Independently review appropriate state, county or federal rules of practice and procedure, including ORS and OAR, rules of courts, state regulations and accepted department standards to assure conformity, timeliness, and accuracy of projects. Assist in training clerical personnel as needed. Perform special projects as assigned by section attorneys and/or division supervision. This may include assuming the responsibility for completing duties of other support staff.</li><li>Other duties as assigned. </li></ul>Working Conditions Work schedule 8 am to 5 pm in an open office environment with noise from ringing telephones, walk-in traffic with sometimes hostile and angry people, phone conversations, printers, and other office equipment. Must be able to concurrently handle multiple tasks with limited supervision. Must be able to work under heavy pressure to meet deadlines with short notice. Must be able to exercise confidentiality and work well with a team and individually. Required Experience 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 welcome members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, and all interested individuals to apply, and allow us to evaluate the knowledge, skills, and abilities that you demonstrate, using an intentional equity lens. <ul><li>Two years of clerical/secretarial experience which included 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. </li></ul>Work experience is based on a 40-hour work week. (Example: 20 hours a week for one year would equal six-months of work experience.) Desired Skills, Experiences, And Attributes <ul><li>Experience working with attorneys on preparing/filing contested case documents.</li><li>Experience managing calendars for attorneys or court officials.</li><li>Experience must include proficiency in word processing software.</li><li>Experienced at organizing and prioritizing work duties.</li><li>Knowledgeable in legal terminology and proceedings.</li><li>Professional-level verbal and written communication skills.</li><li>Experience finding and applying laws, policies, and procedures.</li><li>Ability to exercise judgment and discretion in applying laws and policies.</li><li>Knowledge and understanding of the state and federal court rules and procedures.</li><li>Good problem-solving skills and information gathering techniques. </li></ul>What’s In It For You <ul><li>Job satisfaction as part of a team whose mission is to serve Oregon's public and government agencies.</li><li>Permanent, full-time employment.</li><li>Vacation, sick leave, 11 paid holidays a year, and special days off. </li><li>Excellent medical, dental, and vision benefits.</li><li>Pension and retirement programs.</li><li>Endless peer and management support, and representation by the Service Employees International Union (SEIU).</li><li>Opportunity to expand your professional skills. </li></ul>For more information about our benefits, you can learn here. Application Process The Department of Justice is an equal opportunity employer, does not discriminate based on race, color, national origin, ethnicity, veteran, gender, sexual orientation, religion, age, or disability, and is committed to workplace diversity. <ul><li>Click "Apply" and complete the online application and all supplemental questions.</li><li>Attach your resume.</li><li>Attach a cover letter. </li></ul>ALL APPLICANTS: You will only have one opportunity to upload the required resume and cover letter. In your cover letter please share why you think you would be a good fit for the position given your job experience and education. Drag and drop both your resume and cover letter into Workday when prompted to upload your resume. If you are concerned that one or both requested documents didn't attach to your application, if you need an accommodation under the Americans with Disabilities Act (ADA), have questions, or need assistance with the application process, please contact doj.recruitment@doj.state.or.us. Any materials emailed will be associated on your behalf if received before the posting deadline. CURRENT STATE EMPLOYEES: Login to Workday using your state-issued login and apply via the Jobs Hub Worklet located on your home page. Using a private account disrupts the hiring process for all internal candidates. Prior to clicking "Apply", update your employee profile to reflect your Education, Skills, and Job History (including your current job). For additional information regarding working for the Department of Justice and application assistance, click HERE. Oregon Department of Justice 1162 Court St NE Salem, OR 97301 DOJ.recruitment@doj.state.or.us Phone: (503) 947-4328 Fax: (503) 373-0367

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