Legal Office Administrator 1, OGC
Commonwealth of Pennsylvania
FreshPosted Jan 12
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Posted: January 6, 2026 (9 days ago)
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Legal Assistant 1
Commonwealth of Pennsylvania
Department of State
Location
Pennsylvania, 17120
Salary
$40,685 - $60,714
per year
Type
Full Time
More Legal jobs →Closes
January 20, 2026
Job Description
Summary
This job is for a legal assistant in Pennsylvania's Department of State, where you'll handle paperwork, schedule hearings, manage communications, and support the office that assigns hearing officers for government cases.
It's a busy role involving coordination with agencies, logging information, and ensuring smooth operations in a legal setting.
A good fit would be someone organized, good with details, and comfortable talking to people in a fast-moving office environment.
Key Requirements
- Strong organizational skills for analyzing, prioritizing, and processing legal documents and filings
- Excellent communication abilities to handle phone inquiries, provide information on procedures, and act as a liaison with outside agencies
- Proficiency in clerical tasks including logging, scanning, docketing, mailing, and data entry
- Experience or ability to coordinate hearing schedules, update logs and databases, and manage timesheets
- Attention to detail for ensuring compliance with administrative rules and efficient office operations
- Comfortable in a fast-paced environment with backup responsibilities for key office roles
- Reliable for full-time work with potential part-time telework after six months
Full Job Description
The Office of General Counsel is seeking a highly motivated individual to provide clerical and legal office support within the Department of State Hearing Examiner's Office.
As a Legal Assistant 1 with our team, you will participate in the review, analysis, and processing of legal documents as well as the provision of legal secretarial and staff support to help ensure office operations are conducted efficiently and effectively.
If you are detail oriented and enjoy a fast-paced work environment, we encourage you to apply!
Requirements
In this position, you will function as the backup legal liaison between the Hearing Examiners' Office and numerous outside agencies and as backup to the Prothonotary for the Department of State's BPOA.
This includes providing clerical and legal support to the Hearing Examiners/Prothonotary Office as needed.
You duties will involve referring Hearing Officer requests from outside agencies to the Chief Hearing Examiner; coordinating with outside agency docket clerks and the Chief Hearing Examiner on the assignment of hearing officers from Executive Branch and independent agencies; compiling and updates the Hearing Officer Log; and ensuring that the formal hearing process and the operations of the Hearing Examiners/Prothonotary's Office are conducted efficiently and effectively.
Communication skills are critical as you will be responsible for answering the main telephone line, transferring calls, taking messages from the public, as well as providing BPOA staff, attorneys, and the general public information on procedures, practice rules, and regulations implemented in the Prothonotary's office.
Our team will rely on you to analyze for prioritization incoming filings for outside agencies, function as docket clerk, schedule hearings, and send out hearing notices.
Other work in this role includes docketing, logging, mailing, and distributing filings prepared by Hearing Examiners for outside agency cases; opening, logging, scanning, and distributing all incoming mail; logging and scanning outgoing mail as needed; and entering data as necessary.
You will also be expected to log the Hearing Examiners' billed time for outside agencies into the master timesheet and notify them of deadlines for corrections; update the Hearing Officer Log database; and serve as a direct contact for agency inquiries regarding the Hearing Officer Program and conformity with and adherence to the General Rules of Administrative Practice and Procedure with respect to original agency filings.
Interested in learning more? Additional details regarding this position can be found in the position description.
Work Schedule and Additional Information:
- Full-time employment
- Work hours are 8:00 AM to 4:30 PM, Monday - Friday, with a 60-minute lunch.
- Salary: In some cases, the starting salary may be non-negotiable.
- You will receive further communication regarding this position via email. Check your email, including spam/junk folders, for these notices.
Telework: You may have the opportunity to work from home (telework) part-time, after six months of employment.
In order to telework, you must have a securely configured high-speed internet connection and work from an approved location inside Pennsylvania.
If you are unable to telework, you will have the option to report to the headquarters office in Harrisburg. The ability to telework is subject to change at any time.
Additional details may be provided during the interview.
Qualifications
QUALIFICATIONS
Minimum Experience and Training Requirements:
- Three years of responsible clerical, enforcement or investigative work; or
- An equivalent combination of experience and training.
Other Requirements:
- You must meet the PA residency requirement. For more information on ways to meet PA residency requirements, follow the link and click on Residency.
- You must be able to perform essential job functions.
How to Apply:
Resumes, cover letters, and similar documents will not be reviewed, and the information contained therein will not be considered for the purposes of determining your eligibility for the position.
Information to support your eligibility for the position must be provided on the application (i.e., relevant, detailed experience/education).
Veterans:
- Pennsylvania law (51 Pa. C.S. §7103) provides employment preference for qualified veterans for appointment to many state and local government jobs. To learn more about employment preferences for veterans, go to www.pa.gov/agencies/employment/how-to-apply.html and click on Veterans.
Telecommunications Relay Service (TRS):
- 711 (hearing and speech disabilities or other individuals).
If you are contacted for an interview and need accommodations due to a disability, please discuss your request for accommodations with the interviewer in advance of your interview date.
The Commonwealth is an equal employment opportunity employer and is committed to a diverse workforce.
The Commonwealth values inclusion as we seek to recruit, develop, and retain the most qualified people to serve the citizens of Pennsylvania.
The Commonwealth does not discriminate on the basis of race, color, religious creed, ancestry, union membership, age, gender, sexual orientation, gender identity or expression, national origin, AIDS or HIV status, disability, or any other categories protected by applicable federal or state law.
All diverse candidates are encouraged to apply.
Additional Information
- Completing the application, including all supplemental questions, serves as your exam for this position. No additional exam is required at a test center (also referred to as a written exam).
- Your score is based on the detailed information you provide on your application and in response to the supplemental questions.
- Your score is valid for this specific posting only.
- You must provide complete and accurate information or:
- your score may be lower than deserved.
- you may be disqualified.
- You may only apply/test once for this posting.
- Your results will be provided via email.
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