Legal Secretary 2

State of Nevada; Las Vegas (NV); On-site; USD 42,000 - 66,000; Full time

Job summary

State of Nevada is seeking a Legal Secretary 2 in Las Vegas to serve as the secretary to the Appeals Officer. The role manages calendaring, issues notices, coordinates hearings, and acts as liaison for public, attorneys, and staff.

It involves drafting and processing legal documents with court compliance and calendar updates. The position is a busy court-focused clerical role with advanced duties, supporting legal staff and potentially backing up during extended absences.

Qualifications

• Graduation from high school or equivalent education and three years of clerical experience, two of which were performing progressively responsible legal secretarial work in a training capacity; OR one year of experience as a Legal Secretary I in Nevada State service; OR an equivalent combination of education and experience.

Responsibilities

• Maintain current knowledge of assigned caseload and status of cases; provide general information to the public, State and local governments, attorneys, court personnel, and various office personnel; act as liaison between professional legal staff, departmental personnel, and the public; determine what information may be provided and which requests must be referred to professional legal staff; refer calls to another office if necessary.
• Provide clerical support to assigned professional legal staff; receive and screen visitors and telephone calls; respond to inquiries on a variety of matters such as the status of pending cases; open and review incoming mail and determine priority of professional legal staff’s attention when routing; mail items according to postal and statutory requirements; maintain a calendar for professional legal staff’s appointments, due dates for documents, court appearances, conferences, meetings and other engagements; schedule meetings and training and make travel arrangements.
• Draft routine correspondence, reports/statistics and other materials requiring specific knowledge of operational methods, policies and procedures for professional staff review; prepare and type requisitions and purchase orders, as required; process requests for payment and travel claims.
• Format, prepare and type legal documents and correspondence in final format according to jurisdictional requirements, from rough draft, electronic documents, dictaphone, template or notes; proofread and review for proper citation format; prepare and attach exhibits, special sections such as indexes, table of points and authorities, certificates of service, and brief covers.
• Process and file documents with appropriate courts or quasi-judicial bodies in accordance with the specific procedures of each body, including manner of filing and established timelines; track responses and receipts due upon or after submittals, and dates for other required actions subsequent to submittals.

Skills

Legal terminology

Clerical duties

Court filings

Scheduling/calendar management

Communication

Education

High school diploma or equivalent

Job description

Job Summary

***THIS RECRUITMENT MAY CLOSE WITHOUT FURTHER NOTICE DEPENDING ON THE NUMBER OF APPLICATIONS RECEIVED. APPLICANTS ARE ENCOURAGED TO APPLY AS SOON AS POSSIBLE***

The Hearing and Appeals Division of the Nevada Department of Administration is seeking a Legal Secretary 2 in Las Vegas, serving as the secretary to the Appeals Officer (AO). The role is responsible for managing all calendaring duties, including scheduling reset dates, issuing notices, and coordinating stacked hearings. As the direct liaison for telephone status checks, the Legal Secretary 2 provides timely updates on case statuses and communicates instructions to the AO as needed. The position performs advanced legal clerical duties such as preparing and monitoring all court correspondence, pleadings, motions, orders, resets, stipulations, applications, and decisions requiring the AO’s signature. Additional responsibilities include prioritizing and routing files to the appropriate courtroom and updating the AO’s daily calendar with any changes. The role also serves as a point of contact for the general public, attorneys, lay representatives, and employer representatives, and handles all necessary clerical and administrative duties. In addition, this position may serve as a backup secretary to support extended absences and assist with staffing future vacancies within the division.

Legal Secretaries perform specialized secretarial duties for attorneys, administrative law judges, and/or hearings/appeals officers including preparing legal documents and correspondence; calendaring; maintaining records; and providing assistance on routine problems and inquiries which are not of a legal nature.

Essential Qualifications

Graduation from high school or equivalent education and three years of clerical experience, two of which were performing progressively responsible legal secretarial work in a training capacity; OR one year of experience as a Legal Secretary I in Nevada State service; OR an equivalent combination of education and experience.

Job Duties

Maintain current knowledge of assigned caseload and status of cases; provide general information to the public, State and local governments, attorneys, court personnel, and various office personnel; act as liaison between professional legal staff, departmental personnel, and the public; determine what information may be provided and which requests must be referred to professional legal staff; refer calls to another office if necessary.

Provide clerical support to assigned professional legal staff; receive and screen visitors and telephone calls; respond to inquiries on a variety of matters such as the status of pending cases; open and review incoming mail and determine priority of professional legal staff’s attention when routing; mail items according to postal and statutory requirements; maintain a calendar for professional legal staff’s appointments, due dates for documents, court appearances, conferences, meetings and other engagements; schedule meetings and training and make travel arrangements.

Draft routine correspondence, reports/statistics and other materials requiring specific knowledge of operational methods, policies and procedures for professional staff review; prepare and type requisitions and purchase orders, as required; process requests for payment and travel claims.

Format, prepare and type legal documents and correspondence in final format according to jurisdictional requirements, from rough draft, electronic documents, dictaphone, template or notes; proofread and review for proper citation format; prepare and attach exhibits, special sections such as indexes, table of points and authorities, certificates of service, and brief covers.

Process and file documents with appropriate courts or quasi-judicial bodies in accordance with the specific procedures of each body, including manner of filing and established timelines; track responses and receipts due upon or after submittals, and dates for other required actions subsequent to submittals.

Gather, compile, organize, and prepare relevant material for professional staff to use in legal proceedings; review files and references to obtain information needed by professional legal staff; locate and verify/abstract information from legal files and records; and verify the accuracy of citations and quotations by checking legal sources.

Establish and maintain legal and general correspondence filing and cross filing systems as necessary; record case inventory information in order to maintain accurate records and provide for efficient retrieval of information; prepare files for archiving and storage in compliance with established retention schedules.

Maintain a library of references including legal publications, law digests, reports, opinions and court decisions.

Distribute or assign appropriate clerical work to lower level staff; provide instruction and guidance and review work completed by clerical personnel.

Under general supervision, incumbents perform the full range of duties outlined in the series concept at the journey level. Decisions regarding what needs to be done involve evaluation of an issue or issues and may require selecting a course of action from several alternatives. The work involves conditions and elements that must be identified, analyzed, or evaluated to discern interrelationships. Guidelines are available and are applicable to major portions of the work, but leave gaps in specificity. Incumbents use judgment in interpreting and applying guidelines for application to specific cases or problems.

Perform related duties as assigned.

Knowledge, Skills, and Abilities

This job specification lists the major knowledge, skills and abilities of the job and is not all inclusive. Incumbent(s) will be expected to have knowledge, skills and abilities from a previous level.

Working knowledge of: legal practices and procedures for various courts and judicial districts; legal terminology; clerical requirements for preparing and typing a variety of complex legal documents, forms, and other related materials; procedures for processing and filing documents with courts, boards and/or commissions; proper format for legal citations; legal office procedures.

Ability to: work independently and follow through on assignments; interpret and apply complex rules, regulations, policies and procedures to specific problems and issues; receive inquiries and resolve complaints from staff and clientele; establish, organize and maintain complex filing systems including indexed and cross-referenced materials; research information from a variety of departmental and available sources; compile and update information and prepare reports related to specific management activities; transcribe dictation which may be of a complex nature and which requires a comprehensive knowledge of legal procedures and terminology.

The State of Nevada is an equal opportunity employer dedicated to building diverse, inclusive, and innovative work environments with employees who reflect our communities and enthusiastically serve them. All applicants are considered without regard to race, color, national origin, religion or belief, age, disability, sex, sexual orientation, gender identity or expression, pregnancy, domestic partnership, genetic information (GINA), or compensation and/or wages.