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Position Classification Description

Position Class Code / Title: C0016 / Legal Secretary
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 08

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.

Summary

Serves as confidential secretary to a centralized legal office of the university. Prepares documents and correspondence requiring knowledge of legal terminology and formats such as contracts, briefs, policies, and pleadings. Performs a wide variety of other routine secretarial and administrative tasks.

Duties and Responsibilities

  1. Provides confidential administrative support to legal staff; may provide specific secretarial support to a particular legal specialty, such as health care law, intellectual property, or employment.
  2. Gathers relevant information and documents under direction, or compiles data from a variety of sources.
  3. Performs a wide variety of typing assignments which may be confidential in nature and require research to complete; operates personal computer to compose, edit, revise, tabulate, and print letters, tables, reports, and other materials.
  4. Prepares documents and correspondence requiring knowledge of legal terminology and document formats, such as contracts, briefs, policies, complaints, and motions.
  5. Establishes, maintains, processes, and/or oversees files, correspondence, databases, records, certificates, and/or other documents.
  6. Provides follow up with appropriate departments, under direction, to ensure compliance with agreements, requests for information from attorneys, and other related issues; interacts with university departments to answer related routine questions and concerns.
  7. Schedules appointments and performs other duties related to maintaining supervisor's schedule; may schedule and coordinate meetings and conferences, including travel and lodging arrangements, facilities, and vendor and conference participant payments.
  8. Arranges teleconferences with local, regional, and national law firms, as well as other constituencies, as required.
  9. Opens and routes office mail as appropriate; may serve as receptionist for the office, providing information to callers and visitors, and directing them as appropriate.
  10. May perform some bookkeeping and/or purchasing functions.
  11. May lead, guide, and train staff and/or student employees performing related work; may participate in the recruitment of staff, as appropriate to the area of operation.
  12. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 4 years of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Ability to communicate effectively, both orally and in writing.
  • Ability to gather data, compile information, and prepare reports.
  • Skill in the use of personal computers and related software applications.
  • Ability to analyze and solve problems.
  • Database and records management skills.
  • Ability to maintain confidentiality of records and information.
  • Ability to develop and maintain recordkeeping systems and procedures.
  • Strong interpersonal skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Ability to create, compose, and edit written materials.
  • Knowledge of legal terminology and procedures.
  • Receptionist skills.

Distinguishing Characteristics

    Position requires: a) utilization of knowledge of legal procedures and handling of confidential information in the provision of specialized administrative support to professional and/or paraprofessional legal staff; b) preparation of legal documents and various other correspondence requiring knowledge of legal terminology; c) maintenance and oversight of computer databases and management of confidential records; d) gathering of data as requested.

Working Conditions and Physical Effort

  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.
  • Work is normally performed in a typical interior/office work environment.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 03/20/2017