Administrative Legal Secretary - Civil Appeals - State of Utah : Job Details

Salary: $19.52 - $41.68 Hourly Location : Salt Lake County, UT Job Type: Full Time Job Number: 45912 Agency: 080 Attorney General Unit: 8101 Civil Appeals Opening Date: 08/25/2025 Closing Date: 9/9/2025 11:59 PM Mountain FLSA: Non-Exempt Recruiter: Hannah Maher - [email protected] # of Openings: 1 Location: Salt Lake City, UT Schedule Code: AG - Employees at the Attorney General's Office. Background Check: You must successfully pass a criminal history check. Schedule Code Description: This is a full time career service position upon successful completion of a 12 month probationary period. Benefits: This position is eligible for a full benefits package. See benefits tab below for details. Driver License Requirements: Employees hired for this recruitment will be subject to the Driver Eligibility standards found at the following link: eligibility/Current Rules EEO Statement: The State of Utah is committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. For accommodations, dial 711 or TTY: 800-###-####. Job Description Administrative Legal Secretary - Civil Appeals The Office of the Utah Attorney General has an immediate opening for an Administrative Legal Secretary in the Civil Appeals Division. Incumbents provide more complex legal secretary services and manage the administrative tasks for the Division. Incumbents in this job may also serve as lead or first-line supervisors to legal secretary trainees, legal secretaries, and other support staff in the Civil Appeals Division. This position may be underfilled as a Legal Secretary. A legal secretary is responsible for performing a variety of legal secretarial duties such as preparing legal documents, scheduling, collecting and organizing data and exhibits in connection with litigation and providing other related support to Attorneys and/or Legal Assistants as needed to expedite legal services in a state agency. The Office of the Attorney General is an equal opportunity employer. Security background checks are completed as a condition of employment. Responsibilities

• Prepare, proofread, and format briefs, motions, correspondence, and other legal documents for state and federal appellate courts. Ensure compliance with court rules, deadlines, and formatting requirements.
• Create and maintain Word-generated Tables of Contents and Tables of Authorities, including accurate citations, cross-references, and pagination. Build and update appendices, addenda, and other supporting sections required by appellate rules.
• File documents electronically and in hard copy as required, ensuring filings are complete, timely, and properly formatted.
• Manage case files and records in the Office case management database, including billing entries, deadlines, and related documentation.
• Collect and verify case data, locate documents in court records, and review research materials for accuracy and appropriateness.
• Maintain Division calendar, schedule meetings, coordinate appointments, and calendar court deadlines.
• Correspond with court clerks and other contacts to resolve filing or procedural issues.
• Provide administrative support, including reception duties, expense reporting, equipment requests, and other tasks for attorneys and Division staff.
• Apply knowledge of legal terminology, citation formats, and appellate procedure in preparing documents and supporting casework.

Technical Skills

• Advanced Microsoft Word skills, including formatting, section breaks, cross-references, and generation of Tables of Contents and Tables of Authorities.
• Proficiency with PDF editing tools (Adobe Acrobat or comparable software), including creating bookmarks, hyperlinks, and applying court-specific formatting.
• Familiarity with electronic court filing systems for state and federal appellate courts.
• Experience with case management systems such as Legal Files.

Qualifications The successful applicant must have the following knowledge, skills and abilities, or be able to learn them upon entry into the position.

• The ability to listen to and understand information and ideas presented through spoken words and sentences.
• The ability to read and understand information and ideas presented in writing.
• The ability to communicate information and ideas in speaking so others will understand.
• The ability to communicate information and ideas in writing so others will understand.
• The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.
• The ability to apply general rules to specific problems to produce answers that make sense.
• The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
• The ability to generate or use different sets of rules for combining or grouping things in different ways.
• The ability to see details at close range (within a few feet of the observer).
• The ability to identify and understand the speech of another person.
• The ability to speak clearly so others can understand you.
• Understanding written sentences and paragraphs in work related documents.
• Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Communicating effectively in writing as appropriate for the needs of the audience.
• Talking to others to convey information effectively.
• Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Being aware of others' reactions and understanding why they react as they do.
• Adjusting actions in relation to others' actions.
• Managing one's own time and the time of others.
• Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of applications and programming.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process.

Supplemental Information

• Risks found in the typical office setting, which is adequately lighted, heated and ventilated, e.g., safe use of office equipment, avoiding trips and falls, observing fire regulations, etc.
• Typically, the employee may sit comfortably to perform the work; however, there may be some walking; standing; bending; carrying light items; driving an automobile, etc. Special physical demands are not required to perform the work.
• The position may occasionally require the successful candidate to work outside of regular business hours.

Benefits: The State of Utah offers eligible employees a variety of benefits including medical, dental, life and disability insurance, as well as a comprehensive leave program. Please click the following link for a detailed information page: To access a Total Compensation Calculator in Excel format click FMLA General Notice: (right click + open link in new tab) (clic derecho + abrir en una pestaña nueva?) 01 ONLY APPLICANTS SELECTED FOR AN INTERVIEW WILL BE CONTACTED. As part of this application process, you must upload your resume into your application profile. Your answers to the questions on this application must be supported by your resume or work history. See resume or see previous response is not an acceptable response to any question.Failure to follow these terms may result in disqualification from further consideration for this position.

• I acknowledge I have read the above statement.

02 Do you have prior experience preparing or filing appellate briefs, including marking, formatting, and generating tables of contents and authorities?

• Yes - more than 2 years
• Yes - less than 2 years
• No

03 Have you electronically filed documents with state or federal appellate courts?

• Yes - both state and federal appellate courts
• Yes - state appellate courts only
• Yes - federal appellate courts only
• No

04 What is your level of proficiency with Adobe Acrobat Pro (e.g., combining documents, bookmarking, creating searchable PDFs, redacting, and organizing pages)?

• Advanced
• Intermediate
• Basic
• None

05 What is your level of proficiency with Microsoft Word (including advanced formatting features such as automatic tables of contents/authorities, paragraph styles, inserting hyperlinks, and Westlaw Drafting Assistant tools)?

• Advanced
• Intermediate
• Basic
• None

06 Describe your internet research skills (e.g., locating court rules, forms, docket information, or case law from official sources). 07 Do you have experience using legal case management software (e.g., Legal Files, ProLaw, or similar)?

• Yes - regularly used
• Some exposure
• No

08 Do you have experience reviewing legal citations for completeness and correcting citations if needed?

• Yes - regularly used
• Some exposure
• No

09 8. Please describe your experience with calendaring court deadlines, appointments, meetings, and ensuring compliance with procedural rules. 10 9. The position occasionally requires working outside normal business hours to meet filing deadlines. Are you able and willing to work flexible hours when needed?

• Yes
• No

Required Question