Legal Secretary 2

Legal Secretarial Assistant

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills, and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits, and natural beauty.

This position's duties and responsibilities include performing legal secretarial / assistant and administrative work in support of seven assigned AAGs. The position may also act as a point of contact between the Division and UW clients, other divisions of the AGO, outside counsel, opposing counsel, witnesses, hearing officers, mediators, court personnel, and the public.

The position requires excellent communication skills (written and verbal), attention to detail, time management (and the ability to meet tight deadlines), organization skills, flexibility, and the ability to work individually and as a member of a team. A high level of integrity and discretion in handling confidential and privileged information, and professionalism in dealing with individuals inside and outside the UW and the AGO, is key. In addition to carrying out the routine duties detailed below, this position may perform special projects as requested.

Duties & Responsibilities

Scheduling : Maintain Outlook calendars for all assigned AAGs, including scheduling meetings / events and responding to inquiries for availability. Work with individuals at the UW, the AGO, outside counsel firms, etc. to schedule multi-attendee meetings, ensuring all concerned parties are clear as to the date, time, location, required and / or optional attendees, and purpose of the meeting. Meet with AAGs individually to discuss scheduling matters. Assist with finding meeting coverage when needed (i.e. when assigned AAG is not available).

Memberships, CLEs, and Travel Arrangements : Maintain various AAG organization memberships and accounts. Register AAGs for continuing legal education and other training opportunities. Prepare, submit, and manage travel authorization requests for assigned AAGs. Book travel and hotels for out-of-state conferences. Submit requests for travel reimbursements, ensuring that all travel aligns with UW, AGO, and other state policies.

Litigation and / or Administrative Hearing Support : Review calendaring of litigation critical events / dates and monitor cases to ensure no critical deadlines are missed. Identify next steps in litigation and / or adjudicatory process. Assist with case preparation and management, including : possible drafting and review of pleadings, including review of case citations; preparation and finalization of pleadings for AAG signature; and e-filing and distribution of court pleadings, exhibits, and correspondence. Interpret and explain complex court rules, policies, and operating procedures. Navigate federal and state court sites to search for case dockets and retrieve copies of court pleadings. Maintain electronic case files and update case management system (Filevine) and file database with case information.

Additional Assistance for AAGs : Assist AAGs with opening, organizing, closing, and retrieval of hard copy and electronic files. Proofread, revise, finalize, and / or send AAG correspondence, memos, and / or other communications. Communicate with, and support, AAGs with other tasks and miscellaneous projects as needed. Maintain chart of General Practice Team assignment areas. Assist with hiring and on-boarding of new AAGs. Possibly conduct basic legal research.

Mail / Document Processing : Review and process incoming mail or documents and determine any subsequent actions needed. Identify urgent or time sensitive matters and communicate with assigned AAG as needed. If litigation related, apply specialized knowledge of various court rules related to legal practice subject matter and court filing procedures.

Required Qualifications

Associate of Arts degree in Legal Secretarial Science or equivalent degree from an accredited college (90 total quarter credit hours or equivalency, with at least 20 quarter credit hours or equivalency in Legal Courses) or Legal Secretary Certificate or from an accredited vocational institute.

AND

In addition to the above paragraph, one year of legal secretarial experience for an attorney, Administrative Law Judge, Industrial Appeals Judge, review judge or equivalent.

OR

Graduation from high school or GED equivalency and two years clerical typing, or stenographic experience and two years of legal secretarial experience for an attorney, Administrative Law Judge, Industrial Appeals Judge, review judge or equivalent.

Completion of a Legal Secretarial Course offered by a community college or business school (45 total quarter credit hours or equivalency in semester hours, with at least 10 quarter credit hours or equivalency in Legal Courses) may be substituted for the two years of clerical, typing or stenographic experience.

OR

One year as a Legal Secretary 1.

Equivalent education and / or experience may substitute for minimum qualifications except when there are legal requirements, such as a license, certification, and / or registration.

Desired Qualifications

Prior experience working for a public governmental agency or higher education institution. High proficiency with computers and MS Word, Outlook, Excel, and case management software. Excellent communication and organizational skills. Detail oriented. Ability to keep calm under pressure.

Compensation, Benefits and Position Details

Pay Range Minimum : $50,916.00 annual

Pay Range Maximum : $68,376.00 annual

Other Compensation : -

Benefits : For information about benefits for this position, visit

Shift : First Shift (United States of America)

Temporary or Regular? : This is a regular position

FTE (Full-Time Equivalent) : 100.00%

Union / Bargaining Unit : SEIU Local 925 Nonsupervisory