Legal Secretary

The Oklahoma Indigent Defense System (OIDS) is the statewide public defender agency which provides legal representation to indigent clients throughout the State of Oklahoma, with the exception of Oklahoma and Tulsa counties.

OIDS is currently seeking a full-time Legal Secretary in our Capital Trial Division, Sapulpa office.

Basic Purpose
Positions in this job family are assigned responsibilities for providing secretarial and administrative support to attorneys.

Typical Functions
Provides secretarial and administrative support for attorneys; composes and prepares various legal documents and forms; takes and transcribes dictation of confidential, technical, or legal material requiring high degree of accuracy; records and transcribes proceedings of meetings and conferences.

Independently researches, locates and assembles legal materials for working files used in docketing cases or information and data for administrative board or commission consideration and action; gathers agency data and documents to support various pleadings filed in different courts; develops and maintains files on research sources.

Reviews routine petitions regarding administrative appeals and prepares appropriate draft pleadings.

Arranges for special conferences and meetings; maintains attorney’s calendar, advising of commitments; makes travel arrangements; prepares and submits travel claims and expense account.

Schedules depositions, prepares exhibits for court cases; compiles reports or other materials for use by an attorney or other member of a legal staff.

Maintains or supervises the maintenance of confidential legal files and hard copy or electronic records.

Assists attorneys in ensuring that deadlines are met for filing various court actions; files orders, judgments, pleadings, briefs and other documents on behalf of an attorney.

May plan, organize and coordinate secretarial support for a staff of attorneys, general counsel or other legal staff; establish office policies and procedures; schedule activities for attorneys and other staff members.

May supervise secretarial staff in the completion of required tasks; assign and review work; evaluate performance; provide training; approve leave; initiate disciplinary actions; interpret rules and regulations.

Operates a variety of modern office equipment; screens phone calls and receives visitors; provides information or refers to appropriate official; opens, reviews and distributes mail; disposes of routine matters; prepares correspondence for supervisor’s signature.

Level Descriptor
Position will be filled at Levels I - IV, depending on candidate experience.

Education and Experience
Level I: 5+ years of relevant secretarial experience.

Level II: Meets minimum experience requirements of Level I, plus 1+ years additional experience or equivalent.

Level III: Meets minimum experience requirements of Level I, plus 3+ years additional experience or equivalent.

Level IV: Meets minimum experience requirements of Level I, plus 5+ years additional experience or equivalent.

Knowledge, Skills, Abilities and Competencies
Knowledge, Skills, and Abilities required at this level include knowledge of business English; of computer operations; of basic legal terms and definitions; of business arithmetic; of office practices; and of complex records maintenance. Skill is required to type accurately from plain copy at a rate of fifty words per minute; and to operate standard office equipment. Ability is required to correct rough copy; to handle confidential work with tact and discretion; to make routine decisions in accordance with agency policy; to deal tactfully with the public; to establish and maintain effective working relationships with others; to follow oral and written instructions; and to communicate effectively, both orally and in writing.

Special Requirements
Applicants must be willing and able to fulfill all job-related travel normally associated with this position.

Benefit Highlights
The Oklahoma Indigent Defense System provides a comprehensive benefits package designed to support our employees and their dependents. Benefits Include:

Generous state paid benefit allowance to help cover insurance premiums

Life/Supplemental Life/Dependent Life/Disability insurance plans

Flexible spending accounts for health care expenses or dependent care

Employee assistance program and health/fitness programs

15 days of vacation and 15 days of sick leave (amounts increase with years of service)

11 paid holidays

Retirement Savings Plan with a generous match

Longevity Bonus for years of service

Method of Application
Interested applicants are encouraged to provide a letter of interest and resume with their online application.

All Sources: Applicants without previous state service, with previous state service but not currently employed by a state agency, OR currently in trial period status, must apply through the Workday online External Listings applicant system (State of Oklahoma Careers – https://okgov.wd1.myworkdayjobs.com/okgovjobs ).

Current State of Oklahoma Employees: Must apply for open positions through their Workday account: https://www.myworkday.com/wday/authgwy/okgov/login.htmld. After logging into Workday, go to Menu > Careers > Find Jobs – Internal State of Oklahoma.