Job Posting Title
Legal Secretary IIAgency
405 DEPARTMENT OF LABORSupervisory Organization
Department of Labor–General AdministrationJob 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
Full timeJob Type
RegularCompensation
up to $60,000.00 annuallyJob Description
Basic Purpose
Positions in this job family are assigned responsibilities for providing secretarial and administrative support to the attorneys of the Oklahoma Department of Labor.
Primary Duties and Responsibilities
Legal Support and Document Management
Draft and Prepare Legal Documents: Compose, format, and prepare a variety of confidential and technical legal documents, pleadings, forms, correspondence, and administrative appeals with a high degree of accuracy and correct legal citation.
Transcribe and Record: Take and transcribe dictation of confidential, technical, or legal material, and record/transcribe proceedings of meetings and conferences.
Case Docketing and Filing: Manage and maintain docket calendars and legal filing deadlines. Ensure timely filing of orders, judgments, pleadings, briefs, and other documents with the appropriate court or administrative body.
Research and Assembly: Independently research, locate, and assemble legal materials, case data, and agency documents necessary for working files, administrative consideration, and to support court pleadings. Develop and maintain files on research sources.
File and Records Management: Maintain highly confidential legal files (hard copy and electronic), ensuring compliance with records retention schedules and archival procedures. Assist staff with proper records retention practices.
Administrative and Office Coordination
Clerical Support: Provide comprehensive secretarial and administrative support, including screening phone calls, receiving visitors, distributing mail, preparing correspondence, and operating modern office equipment. Promptly address inquiries, providing information or referring to the appropriate official.
Calendar and Scheduling: Manage and maintain attorney/legal staff calendars, advise on commitments, arrange special conferences/meetings, and coordinate the scheduling of depositions.
Travel and Expense: Make travel arrangements and accurately prepare and submit travel claims and expense accounts.
Office Procedures: Plan, organize, and coordinate secretarial support for legal staff. Establish and implement efficient office policies and procedures to optimize workflow.
Performs other related duties and responsibilities as required.
Administrative Law and Compliance
Agency Compliance: Assist Legal Counsel Officers (LCOs) with administrative processes, including the issuance and mailing of Agency Orders of Determination (AODs) and ensuring parties are informed of their appellate rights.
Database Management: Promptly and accurately enter detailed, substantive notes into the case database (e.g., interview notes, mailing dates, confirmed deliveries) to ensure an accurate and complete record of all actions taken in each claim.
Legal Knowledge: Become and remain familiar with relevant state and federal labor laws (e.g., Protection of Labor Act, FLSA) to effectively assist the public and Division staff on basic matters.
Property and Safety: Conduct a timely inventory of office properties and maintain up-to-date records. Utilize and model safe work practices and adhere to PEOSH/OSHA and internal safety standards.
Level Descriptor
This is a career level where employees will be expected to perform duties at all levels of complexity.
Education and Experience
Education and Experience requirements at this level consist of three years of experience performing a variety of complex clerical and typing work, PLUS one year of experience as a legal secretary; or an equivalent combination of education and experience. Preference will be given to applicants with experience or familiarity with Oklahoma's administrative hearing procedures and employment law.
Knowledge, Skills, Abilities, and Competencies
Knowledge, Skills, and Abilities required at this level include knowledge of guidelines related to the preparation and filing of various legal documents and forms; of business communications; of trial and court procedures; of law office practices; of legal terms and definitions; of business English; of office procedures; of business arithmetic; of training principles and practices; and of public relations.
Ability is required to establish effective working relationships with others, being highly organized and possessing a "legal" mindset. Advanced knowledge of English usage, including grammar and composition, as well as principles and techniques related to maintaining compliance with applicable laws, statutes, and regulations, is also necessary. Candidates must be highly trained in the following abilities: writing and editing, gathering and organizing pertinent data, upholding and practicing legal relations principles and codes of ethics, delivering informational presentations, establishing and maintaining effective working relationships with others, and communicating effectively, both orally and in writing.
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.
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