Legal Secretary (part-time) (oregon)

Job Description

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***Current Internal State of Oregon Employees please use your Workday account – go to Career – Internal – Find Jobs to apply.

***All others – To apply for this position, click on the "Apply" link above to fill out the online application and submit by the posted closing date and time.

The Oregon Bureau of Labor and Industries (BOLI) is proud to be an equal opportunity, affirmative action employer committed to workforce diversity. We welcome members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQIA2S community members, and others to apply.

BOLI has an opening for one part-time Legal Secretary position in the Commissioner’s Office. This position will be based in our Portland office. The successful candidate may also be eligible to work a hybrid schedule.

This is a permanent, part-time, SEIU represented position. This part-time position is scheduled to work 20 hours a week and the salary listed above will be prorated to reflect this. The work schedule will be discussed at the interview and finalized when the job offer is made. This recruitment may be used to fill additional vacancies as they occur.

What's In It For You

• Permanent, full-time employment

• Work/life balance, vacation, sick leave, 11 paid holidays a year, and personal days off

• Competitive benefits package including medical, vision, and dental

• Pension and retirement programs

• Advancement opportunity within BOLI and other State agencies

• Opportunity to expand your technical and professional skills

• Work with others who are passionate about public service

• Make a difference in the lives of Oregonians

• Possible eligibility for the Public Service Loan Forgiveness Program

What You Will Be Doing

Below is a sampling of job duties. It is not meant to encompass all duties.

• Answer, screen, and route phone calls to ensure smooth communication flow within the unit. In the absence of the Chief Prosecutor, screen calls to assess and redirect them to the relevant team member within the unit or other divisions to minimize response times and ensure that questions are answered by the individual with appropriate expertise.

• Make referrals as appropriate to relevant support services, organizations, or agencies, to provide callers with resources to address needs in addition to those within the agency’s jurisdiction.

• Answer questions not requiring research or technical knowledge to address basic inquiries promptly and to triage inquiries efficiently, directing complex queries to appropriate team members for resolution.

• Type, proofread, and correct draft documents to be reviewed by the administrative prosecutor for accuracy, consistency, and compliance with standards and procedures.

• Review documents for accuracy, completeness, and proper citations to mitigate the risk of errors that could impact the outcome of contested case hearings.

• Prepare final document with revisions and exhibits to incorporate feedback.

• Prepare Requests for Hearing, Requests for Service, certificates of service, and other documents to support the administrative prosecutors and streamline administrative tasks.

• Establish and maintain a calendaring/docketing system to track pre-hearing deadlines and conferences.

• Maintain the Chief Prosecutor’s calendar and schedule appointments to coordinate meetings, hearings, and other professional commitments.

• Gather and organize all available documents from the investigative file to ensure the administrative prosecutors have access to all pertinent information necessary for case evaluation, negotiation, and resolution. If necessary, scan hard copy documents to file electronically.

• Open, organize, and close electronic case files and files in case management system according to established procedures to facilitate systematic tracking and retrieval of case-related documents and data.

Why Join Us

Our mission...

Led by Labor Commissioner Christina Stephenson, the Bureau of Labor and Industries (BOLI) works to ensure that Oregon jobs are good jobs, where workers get paid what they are owed and have a discrimination-free work environment.  BOLI protects workers’ rights through enforcement of state labor laws, ensures adherence to civil rights law in public spaces and housing, promotes the development of a highly-skilled workforce through registered apprenticeship programs, and provides training and confidential assistance to Oregon employers so they have the tools they need to comply with workplace rules.

Working Conditions:

Office environment. Occasional exposure to hostile members of the public. Occasional in-state/overnight travel. Create and finalize written products on PCs or laptop computers.

This Is What You Need to Qualify:

• 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.

The ideal candidate will possess the following desired skills and attributes:

• Proficiency in Microsoft programs (Word, Excel, Outlook, Teams)

• Proficiency in SharePoint/OneDrive/Microsoft 365, PACER, Accurint, Oregon e-Court, Adobe Acrobat, and DocuSign

• Excellent written and verbal communication skills

How to Apply

• Click on the "Apply" link above to complete your online application and submit by the posted closing date.

• The work experience and/or education section of your application must clearly demonstrate how you meet the minimum qualifications and desired skills and attributes listed above.

• Attach your current resume and cover letter addressing how you meet the minimum qualifications and desired attributes for this position. Failure to attach requested documents may result in your application being removed from consideration. These attributes will be used to determine which candidates move forward in the process.

• Be sure to check Workday and your email for additional tasks and updates. After submitting there may be additional required tasks for you to complete prior to the announcement closing.

• Please save a copy of this job announcement for your reference, as it may not be available for you to view after the job closes. If you have questions about the job announcement please contact the Recruiter.

Additional Information

• Veterans’ Preference - Eligible veterans who meet the qualifications will be given veterans' preference. If you checked that you are a veteran, we will ask you for your documents later in the process. Click on the following link for additional information on Veterans’ Preference.

• Employment will be contingent upon passing a criminal background check.

• Work Authorization - The Bureau of Labor and Industries does not offer visa sponsorships. If your employment authorization and documentation is contingent on sponsorship now or in the future, you will not meet our agency employment eligibility standards. Within three days of hire, you will be required to complete the US Department of Homeland Security's Form I-9, confirming authorization to work in the United States.

If you have a disability or otherwise require an application in an alternate format in order to complete the process, you may contact us at:

Oregon Bureau of Labor and Industries

Human Resources

1800 SW 1st Ave, Suite 500

Portland, OR 97201

Phone (503) 400-7332

Fax (503) 400-7332

Helpful Links

Understanding the State Application Process

Help & Support web page

Learn more about Oregon