Job: LEGAL SECRETARY 1(Job Id 28346)

This posting has expired and is no longer available.

Job Description

02/15/2017 02/22/2017
PHOENIX 12.00-14.50

Legal Secretary 1

Office of Inspector General/Appellate Services Administration

1951 W Camelback Road, Phoenix, AZ 85015


PLEASE NOTE: This announcement is open until a sufficient number of resumes are received. Interested applicants should apply for this position if they feel that they are qualified as quickly as possible to ensure a timely application.


The Appellate Services Administration (ASA) provides an administrative hearing and review process for approximately 45 programs administered by DES. Subject matter generally falls into three main categories: benefit eligibility and overpayment, licensing and certification of service providers, and claimant fraud.


This position will be assigned to the Legal Support Unit. The purpose of this position is to provide legal and administrative support to Administrative Law Judges (ALJs) and to process requests for Public Assistance Appeals. The position must be familiar with the three jurisdictional levels of appeals: Local Office Determinations, ALJ decisions from the Office of Appeals and the Appeals Board in order to review, identify and select the appropriate legal documents and related documents needed to manage case files for the ALJs, and to respond to internal and external customer inquiries. The position will assist the Office of Appeals in meeting case-aging and timeliness standards as set forth by Department of Federal Nutrition Services (FNS), AHCCCS, and the State of Arizona.   Additionally, this position performs basic legal and other research simultaneously in multiple Program and Department databases (e.g. Clear 2 There, OnBase, APS, AZTECS) and other case tracking systems to identify legal issues, status of PA appeals and related appeals.


The position is the initial contact for all incoming telephone calls and in-person customer service. The position performs journeymen level customer service functions: accurate and timely registration of parties for administrative hearings into Clear2There; responds to internal and external customer contacts and inquiries; performs research in multiple databases and case management systems as required; routes calls promptly; responds to inquiries from internal and external customers regarding status of an appeal or other matters; processes postponement requests,  performs accurate and timely data entry; receives and signs for incoming mail and deliveries. Responsibilities include word processing functions and administrative tasks, including but not limited to, processing decisions, hearing notices, scheduling pre-hearing conferences, mail, hearing exhibits, faxes, prints, and scans documents into appeals case files for the ALJs.


KNOWLEDGE in: Microsoft Word, Excel, & Outlook; Concepts, terminology, principles and procedures of American Law; Customer service techniques; Identifying/recognizing significance of legal documents & forms; Identification of legal and jurisdictional issues in PA appeals; Confidentiality and ethical guidelines for professional conduct.


SKILLS: Strong interpersonal communication and effective decision-making capabilities; Professional and effective verbal and written communication in order to establish and maintain interactions with internal and external customers; Operation of keyboard and other office equipment (e.g. PC, scanner, fax, etc.).


ABILITIES:  Use of personal computer with multiple programs running simultaneously; Perform, repetitive, detailed work with a very high level of accuracy and speed; Accurately inform customers of the PA appeal and program procedures; Handle diverse and hostile customers with tact and diplomacy; Sit uninterrupted for prolonged periods of time; Follow confidentiality and professional/ethical guidelines; Research data using the case tracking system

PREFERRED CANDIDATE: Bilingual (Spanish/English) preferred but not Required; Some knowledge of Public Assistance policies and procedures; Knowledge of department databases (e.g. APS, OnBase, Clear2There, AZTECS, etc.); Experience in an Office Professional Environment.


We offer a comprehensive benefits package that includes 12 days’ sick leave, 13 days’ vacation, 10 paid holidays per year, health and dental insurance, life and long-term disability insurance. Optional employee benefits include short-term disability, deferred compensation, and supplemental life insurance. 


Employees must participate in the Arizona State Retirement System (ASRS).  Enrollment eligibility becomes effective after 27 weeks of employment.


All newly hired employees are subject to the E-Verify Employment Eligibility Verification Program.


Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by contacting Human Resources Administration at (602) 771-2870. Requests should be made as early as possible to allow time to arrange the accommodation. Arizona State Government is an EOE/ADA Reasonable Accommodation Employer.