Legal Secretary II

JR#62545 – The Oklahoma Insurance Department has an opening in the Legal division for a Legal Secretary II. The beginning salary for this position will be $56,610. This position is open until filled. To apply: Go to Legal Secretary II and click “Apply Online” at the top of the page. Please read the instructions carefully and include all required documents when you submit your application.

DEFINITION:
Under supervision of the Legal IV secretary, provide secretarial and administrative support to the Legal Division.

JOB DUTIES:

• Prepare, proofread, edit, and format legal correspondence, pleadings, memoranda, reports, contracts, and other legal documents.
• Maintain electronic and physical legal files in an organized and confidential manner. Ensure all legal documents are scanned and saved in appropriate files.
• Schedule meetings, hearings, depositions, and appointments; maintain docketing calendars.
• Assist with and record administrative hearings.
• Receive, screen, and route telephone calls, emails, and correspondence.
• Draft routine correspondence and legal forms for attorney review.
• Assist with document production, discovery, records requests, and case file organization.
• File documents with courts, administrative agencies, or other governmental entities as directed.
• Monitor deadlines and maintain calendaring systems to ensure timely completion of assignments.
• Process incoming and outgoing mail, including service of process, and maintain records of legal correspondence.
• Maintain office supplies and assist with general administrative support for the legal division.
• Perform data entry and maintain databases and tracking systems.
• Prepares and submits travel claims and reimbursement forms
• Handle confidential information with discretion and professionalism.
• Perform other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of legal terminology, procedures, and document preparation.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint).
• Strong proofreading, grammar, and written communication skills.
• Excellent organizational and time management abilities.
• Ability to prioritize multiple assignments while meeting deadlines.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and exercise sound judgment.
• Excellent interpersonal and customer service skills.
• Ability to work independently and collaboratively with attorneys, staff, and external stakeholders.
• Experience with electronic document management and case management systems is preferred.

EDUCATION AND EXPERIENCE:
Legal Secretary II:

• High school diploma or equivalent required; associate degree or legal secretary/paralegal certificate preferred but not required.
• Minimum of three (3) years of experience as a legal secretary, legal administrative assistant, or in a comparable legal support role.
• Experience working in a law firm, government legal office, or corporate legal department preferred.

NOTE:
Employees of the Oklahoma Insurance Department cannot have an immediate relative who is financially interested, directly or indirectly, in any insurer, agency or insurance transaction (except as a policyholder or claimant). The selected applicant must pass a background check.

TELEWORK:
This position may be eligible for two days of telework each week under OID’s Telework Program.

To see a complete list of benefits offered by the State of Oklahoma to employees of the state click on the following link. https://oklahoma.gov/omes/divisions/human-capital-management/employee-benefits.html

Equal Opportunity Employer