Address
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SalaryInitial Posting Date:
03/06/2024 Application Deadline:
/ Agency:
Office of Public Defense Services Salary Range:
$3,833 - $5,665 Position Type:
Employee Position Title:
Legal Secretary Job Description:
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 pilot project to establish full-time attorney positions for a pilot program to hire state employees to serve as trial-level appointed counsel and supporting staff, including paralegals, secretaries, and investigators. The pilots will focus in two geographic regions of the state to respond to the unrepresented defendant/persons crisis. OPDC is looking to hire one (1) Legal Secretary. Location of position will be in Salem, OR.
Primary Purpose of this Position:
This position aids 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.
Duties:
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.
Compensation Range:
$3,833 - $5,665
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.
Applicants must submit:
- Resume
- Cover Letter
- Three references (with email addresses).
**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:
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 is an open continuous recruitment*
