Legal Secretary

Pascua Yaqui Tribe; Tucson (AZ); On-site; USD 38,000 - 52,000; Full time

Job summary

Pascua Yaqui Tribe is seeking a Legal Secretary to support Attorneys in the Attorney General's Office. The role involves managing files, calendars, scheduling appointments, and preparing documents for Attorneys.

Assist with basic legal research and note-taking for official meetings. Responsibilities include drafting correspondence from drafts or recordings, maintaining project files, and compiling materials for legal documents.

Qualifications

• High School Diploma or GED required; or equivalent combination of education and experience.
• Two years of work experience in a related field preferred.
• Must possess and maintain a valid Arizona Driver's License.
• Proficiency in using Outlook, Word, and Access Databases.

Responsibilities

• Assist with preparing correspondence, memos, minutes, agendas, and reports from drafts, recordings, or verbal instruction.
• Assist Attorneys with Administrative Support functions, answering phones, setting up appointments, creating and maintaining project files.
• Compile and assemble various legal materials from files or other sources for the Office of the Attorney General's use in providing legal assistance and in the preparation of legal documents.
• Collect and compile data and information into reports, spreadsheets, memos, and other correspondence and distributes appropriately to meet reporting requirements.
• Perform specialized, confidential and diversified legal secretarial work in assisting with the schedules and handling of office documents.
• Search for and investigate information contained in files; complete and keep files current; supply information from file data; remove files upon request.
• Create and maintain a variety of legal files, including work files and research files; control flow of documents and interact with other departments to obtain or give information as needed.
• Establish and maintain an effective filing and retrieval system according to established policies and procedures.
• Provide general, non-legal information and assistance to the public; screen telephone calls and route to appropriate staff member; explain department policies and procedures.
• Perform other duties of a similar nature or level as requested by supervisor or director.

Skills

Maintain confidentiality

Organize records

Comprehend and infer written materials

Plan and organize workload

Relationship building

Operate office equipment

Communication skills

Education

High School Diploma or GED

Tools

Outlook

Word

Access Databases

Job description

The Legal Secretary performs a variety of administrative support duties for the Attorneys assigned to the Attorney General's Office. The incumbent is responsible for managing files, maintaining calendars, scheduling appointments, preparing documents for the Attorneys in the office. This position may assist with basic legal research and preparing documents and take notes for official meetings.

1. Assist with preparing correspondence, memos, minutes, agendas, and reports from drafts, recordings, or verbal instruction.
2. Assist Attorneys with Administrative Support functions, answering phones, setting up appointments, creating and maintaining project files.
3. Compile and assemble various legal materials from files or other sources for the Office of the Attorney General's use in providing legal assistance and in the preparation of legal documents.
4. Collect and compile data and information into reports, spreadsheets, memos, and other correspondence and distributes appropriately to meet reporting requirements.
5. Perform specialized, confidential and diversified legal secretarial work in assisting with the schedules and handling of office documents.
6. Search for and investigate information contained in files; complete and keep files current; supply information from file data; remove files upon request.
7. Create and maintain a variety of legal files, including work files and research files; control flow of documents and interact with other departments to obtain or give information as needed.
8. Establish and maintain an effective filing and retrieval system according to established policies and procedures.
9. Provide general, non-legal information and assistance to the public; screen telephone calls and route to appropriate staff member; explain department policies and procedures.
10. Perform other duties of a similar nature or level as requested by supervisor or director.

Knowledge of:

• Current legal office practices, procedures, and equipment;
• Business English, spelling, punctuation, and grammatical usage;
• Pascua Yaqui Court procedures and Criminal Code provisions;
• Legal terminology and forms;
• Yaqui culture, customs, resources and traditions and/or a willingness to learn.

Skills and Abilities:

• Maintain the confidentiality of privileged and investigative information;
• Organize and keep clear, concise and accurate records;
• Comprehend and make inferences from written materials;
• Plan and organize workload to comply with established time constraints;
• Establish and maintain effective working relationships with employees, other agencies and the public;
• Operate a variety of office equipment, including a computer and related software applications;
• Good communication and interpersonal skills as applied to interaction with co-workers, supervisor, management, Council members, and the public. Have ability to sufficiently exchange or convey information and receive verbal and written work instructions.

High School Diploma or GED and two (2) years of work experience in a related field; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

• Must possess and maintain a valid Arizona Driver's License;

Special Requirements:

• Must be proficient in Outlook, Word, and Access Databases;
• Must be proficient in using software to research information;