Posting number: 2026-04206
Department: ADMIN - HEARINGS AND APPEALS DIVISION
Job classification: LEGAL SECRETARY 1
Posting type: Open Competitive
Categories: Administrative Assistant, Legal
The Department of Administration, Hearings Division, is seeking a Legal Secretary 1 to underfill a Legal Secretary 2 position in Las Vegas. This role serves as the judicial secretary to a Hearings Officer (HO) and is responsible for calendaring duties, including reset dates, notices, and stacked hearings. The position also acts as the direct liaison for telephone status checks, providing the HO with case updates and requesting further instruction as needed. The Legal Secretary provides skilled legal clerical support by creating and monitoring all court correspondence, pleadings, motions, orders, resets, stipulations, applications, and decisions for HO signature. Additional responsibilities include prioritizing and routing files to the appropriate courtroom and ensuring all changes are accurately reflected on the HO’s daily calendar. The position also serves as a liaison to the general public, attorneys, employer representatives, and other stakeholders. Duties include performing all necessary clerical and administrative tasks related to case processing. In addition, this position may serve as a backup secretary to assist during extended absences and to support future vacancies.
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.
Graduation from high school or equivalent education and two years of clerical experience, one of which was performing legal secretarial work in a trainee capacity; OR one year of experience as a Legal Secretary Trainee in Nevada State service; OR an equivalent combination of education and experience.
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 direct supervision, incumbents perform the duties outlined in the series concept in a continuing trainee capacity. Progression to the journey level may occur upon meeting the minimum qualifications, satisfactory job performance and with approval of the appointing authority.
Perform related duties as assigned.
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.
General knowledge of: legal practices and procedures for various courts and judicial districts; legal terminology; clerical requirements for preparing a nd 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: accurately prepare, type, format, process and file a variety of complex documents in accordance with established timelines and procedures with appropriate court, board or commission; maintain accurate calendaring of documents and court appearances; compose general correspondence and forms; read and comprehend court rules and provisions of State law; proofread documents for correct format, grammar and punctuation; maintain accurate time records for various projects; set up and maintain legal files; differentiate between public and confidential information; work as part of a team and act as a liaison with other entities; perform a variety of tasks often changing from one assignment to another.
Recruiter Contact Information: Jenn Trachet - jtrachet@admin.nv.gov
The Nevada State Contractors Board (NSCB) is committed to ensuring the integrity and professionalism of the construction industry in Nevada. The NSCB has the responsibility to promote quality construction by Nevada licensed contractors through a regulatory licensing system designed to protect the health, safety and welfare of the public.
