• Job Description

  Req#: REQ-158022

  Initial Posting Date:

  05/31/2024

  Application Deadline:

  /

  Agency:

  Office of Public Defense Services

  Salary Range:

  $3,833 - $5,665

  Position Type:

  Employee

  Position Title:

  Legal Secretary (Multiple Locations)

  Job Description:

  We invite you to join our team at the Oregon Public Defense Commission and become an integral part of our success story! We are seeking multiple, highly organized, and proactive Legal Secretaries (Bilingual: English/Spanish, preferred) for offices in the following locations: Portland, Medford, and Salem . The ideal candidate will be a self-starter with excellent communication skills and the ability to multi-task effectively in a fast-paced environment. If this career opportunity aligns with your passion and goals, we encourage you to take the first step and apply today!

  WHO WE ARE

  The Oregon Public Defense Commission (OPDC) is a 13-member commission appointed by the Chief Justice of the Oregon Supreme Court based on input from all three branches of Government. The Commission serves as the governing body for Oregon’s public defense system. The Commission provides policy direction and oversight for the administration of the system. The legal services provided by OPDC represent an essential component of Oregon’s public safety system.

  The mission of OPDC is to ensure constitutionally competent and effective legal representation for persons eligible for a public defender.

  The office includes the Executive Division, the Appellate Division, the Trial Division, the Trial Development & Resources Division, and the Administrative Services Division. The agency negotiates contracts with trial level public defense providers and administers and distributes funds for representation and related services for cases during the biennium for criminal, juvenile, and civil commitment cases. The agency provides compliance and oversight to the trial community providers through quality assurance practices, training, and education. Financial Services processes all expenses related to representation in public defense cases. The Appellate Division provides direct legal representation in the state appellate courts in criminal cases, juvenile dependency and termination of parental rights cases, and parole cases. Other services in the agency include, Data Collection and Analysis, General Counsel, Human Resources, Information Technology Services, Internal Audit, and Policy Development.

  In June 2023, the Oregon Legislature approved funding for the implementation of a project to establish full-time attorney positions for a program to hire state employees to serve as trial-level appointed counsel and supporting staff, including paralegals, secretaries, and investigators.

  WHAT YOU WILL DO

  These positions will aid attorneys, paralegals, and investigators in the preparation of legal documents, calendaring, records maintenance, researching legal information, docketing, case management and timekeeping, office management and coordination with clients, courts and other public safety persons or entities relevant to the legal representation of the client.

  Administrative Duties

  • Daily in-person, electronic, and telephone contact with clients, representatives of opposing parties, court officials, and witnesses regarding case development, coordination, and closure activities.

  • Maintain calendars of court or hearing dates, document due dates, filing requirements, court appearances, travel, meetings, and related activities.

  • Make travel arrangements and complete necessary forms.

  • Initiate and compose client and case related correspondence.

  • Maintain time sheets.

  • Prepare statistical reports.

  • Answer, screen, and route phone calls. Provide information with explanation of applicable process.

  • Maintain a case management system to track legal cases.

  Legal Documents and Correspondence

  • Draft and finalize legal documents and correspondence.

  • Determine needed court jurisdiction and pleading format.

  • Type, proofread, and correct draft documents and materials.

  • Submit draft for review by legal professional.

  • Prepare final document with revisions and exhibits.

  • Prepare certificates of service, summons, subpoenas, and other legal memoranda, as appropriate.

  • Review document for proper citations.

  • Track flows of and process legal documents before, during, and after the court or hearing date.

  • Comply with OECI rules and procedures for e-filing pleadings, documents, and exhibits.

  • Apply court rules and regulations to assist attorneys in filing documents.

  • Review documents for accuracy and completeness.

  • Draft simple orders for judicial officer’s signature.

  Trial Hearing Preparation and Monitoring

  • Plan, schedule, and initiate court filing and notices.

  • Examine documents to verify legal steps, deadlines, and due process requirements.

  • Advise legal professional of items needing attention.

  • Establish and maintain a calendaring or docket system to track trial and hearing events.

  • Coordinate witness appearance. Inform witnesses of new issues as directed by legal professional.

  • Support legal professionals with file information, scheduling, and rescheduling.

  • Coordinate and set up expert witness scheduling and payment system.

  • Prepare trial or hearing notebooks or hearing and mediation files.

  • Open, process and close case files according to established procedures.

  • Obtain missing information from parties to the legal action. Coordinate scheduling of teleconferences for pre- and post-hearing conferences, and mediations.

  • Review orders to decide case process, correct information, and follow-up when needed.

  MINIMUM QUALIFICATIONS

  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.

  DESIRED ATTRIBUTES

  The most competitive candidates will possess the following attributes, experience, and knowledge:

  • Bi-lingual, Spanish/English speaking and writing, preferred.

  • Must have strong and clear communication skills (written, verbal, non-verbal, listening)

  • Ability to multi-task and demonstrate flexibility through prioritization.

  • Must be highly organized.

  • Ability to work under pressure and tight deadlines.

  • Familiarity with legal software.

  • Strong attention to detail.

  • Proficiency with Microsoft tools.

  WHAT’S IN IT FOR YOU

  You will become part of an innovative and strategic group of professionals and enjoy a competitive salary and benefits package!

  • An agency that supports and encourages work/life balance and overall wellness.

  • Generous benefits package including, employer-paid health insurance, vacation, and sick leave, eleven paid holidays, three paid personal days, flexible spending accounts, and an employer contribution retirement plan (PERS ).

  • The posted salary range is the total possible range for the classification. Candidates are screened through a Pay Equity process that evaluates various factors. Please see the Pay Equity website for more information.

  RECRUITMENT TIMELINE

  *These dates are approximate and may change. *

  • Recruitment Closes: On-going

  • Recruiter Screening for Minimum Qualifications: On-going

  • Hiring Manager Screening for Desired Attributes: On-going

  • Interviews: On-going, beginning week of June 10th, 2024

  • Anticipated Start Date: As soon as July 1st, 2024.

  APPLICATION GUIDANCE AND REQUIREMENTS

  • Current State of Oregon employees: Apply via your employee Workday account.

  • External applicants: View this application instructional video . A PDF is also available by clicking here.

  • REQUIRED: Attach your most up-to-date Resume. Please ensure your Workday profile matches your submitted resume.

  • REQUIRED: Attach a Cover Letter that demonstrates how you meet the “Desired Attributes” for this position. A Cover Letter that does not meet the required criteria will be graded as ineligible.

  **APPLICATIONS THAT DO NOT PROVIDE THE ABOVE DOCUMENTS WILL NOT MOVE FORWARD IN THE RECRUITMENT**

  Veterans Preference:
  Eligible veterans who meet the qualifications will be given veterans' preference. If you checked that you are a veteran, be sure to submit your documentation prior to the close date of this posting. For more information, please go to the State website: https://www.oregon.gov/jobs/Pages/Veterans.aspx

  The Office of Public Defense Services is an equal opportunity/ affirmative action employer and is strongly committed to enhancing the diversity of its workforce. Assistance will be provided in the recruitment, application, and selection process to applicants with disabilities who request such assistance. Please call (503) 991-2274 as early as possible regarding any assistance you may require.

  ***THIS RECRUITMENT WILL BE OPEN UNTIL ALL POSITIONS ARE FILLED – AND MAY CLOSE AT ANYTIME. ***

• About the company

  Oregon (/ˈɒrɡən/ ORR--gən) is a state in the Pacific Northwest region on the West Coast of the United States.

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