Legal Secretary II

  • County of Mendocino, CA
  • Ukiah, California
  • Dec 06, 2017
Full Time Clerical and Administrative Support Legal Services
  • Salary: $35,921.60 - $43,659.20 Annually

Job Description

The Position

The current vacancy is in various locations throughout the County. The list developed from this recruitment will be used for a limited period to fill open and promotional, regular full-time, and part-time positions in a variety of locations throughout the County, should they occur. Note: Effective 7/2/17, this classification may receive a possible 5% assignment premium, depending on location.

Under general supervision provides specialized, confidential and diversified clerical support in a legal setting; and maintains schedules, handles office details and relieves staff (legal or otherwise) of procedural details.

Special Instructions

Please mention you found this employment opportunity on the CareersInGovernment.com job board.

Job Requirements

Duties may include but are not limited to the following:
  • Participates in the efficient operation of the assigned area by performing a wide variety of legal secretarial and support duties in order to relieve the attorneys and staff of a variety of procedural details.
  • Initiates, updates and maintains case files by creating physical and computerized files on new cases and receiving, assembling, sorting categorizing and storing subsequent, case-related materials either physically in a file or on computer database to ensure that information is current and accessible.
  • Prepares legal documents, including subpoenas, warrants, petitions, briefs, motions, citations, pleadings and others by typing from transcription, audio tapes, rough draft, oral instruction, dictation or clear copy; reviews drafts for punctuation, spelling and grammar and makes corrections to drafts in order to produce final copies of professional work product.
  • Coordinates activities in the area of assignment by maintaining calendars, scheduling attorney/client meetings or meetings between staff and other groups or organizations, arranging for necessary materials to be available at meetings and arranging business travel for management and professional staff to ensure smooth, efficient operations.
  • Receives and/or requests discovery and processes information by copying reports, police tapes, photos, etc., requesting further needed information and documenting all actions in order to assist attorneys in case preparation.
  • Logs reports from various agencies by entering information into the computer; searches for prior offenses; organizes information; forwards information to appropriate parties and follows up, as needed.
  • Composes and types letters, memoranda and basic reports, utilizing word processing software; reviews drafts for punctuation, spelling and grammar and suggests/makes corrections to drafts; arranges for, or copies, distributes and files same to ensure smooth, efficient operations.
  • Organizes and carries out secretarial/support assignments; researches, compiles and organizes information and data from various sources on a variety of specialized topics related to assigned area; assists in a variety of division operations; performs special projects and assignments as requested.
  • Serves as initial contact/resource person for the area of assignment by screening calls, visitors and mail; responds to complaints and requests for information and assistance from the public, County staff and others by interpreting/explaining regulations, procedures, policies, systems, rules; researches and gathers information to provide accurate answers and information; refers more technical questions or issues to appropriate legal staff; ensures follow up to unanswered inquiries.
  • Operates a variety of modern office equipment including copiers, computers and related software, word processors, tape recorders, duplicators and printers.
  • At the journey level, may train other staff.
  • Performs other related duties as assigned.


MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience:

Graduation from high school or G.E.D. equivalent; AND, two years of full-time experience providing legal secretarial support involving typing and preparation of legal documents, processing and filing legal documents, calendar coordination and project coordination tasks; OR one year full-time experience comparable to a Legal Secretary I with Mendocino County; or an equivalent combination of training and education.

Knowlege, Skills, and Abilities

Knowledge of:
  • Modern office procedures, methods and equipment including computer equipment, word processing methods, techniques and programs.
  • Principles of business letter writing, including English usage, spelling, vocabulary, grammar and punctuation.
  • Record keeping, filing methods and records management techniques.
  • General office procedures, policies and practices, as well as knowledge of computer application, hardware, and other general office equipment related to the performance of the essential functions of the job.
  • Computer applications and hardware related to performance of the essential functions of the job.
  • Legal terminology and legal documents commonly used in the area of assignment.
  • Applicable state, federal and local statutes, laws, rules and regulations that apply to the area of assignment.

Skill in:
  • Typing and entering data from rough draft or printed text using a word processor or typewriter at a speed necessary for successful job performance.
  • Composing clear and concise correspondence, reports and other written materials.
  • Scheduling and coordinating projects; setting priorities; adapting to changing priorities.
  • Exercising good judgment, applying logical thinking and making sound decisions to accomplish tasks or solve problems.
  • Operating modern office equipment including computer equipment and software programs.
  • Interpreting and applying policies, procedures, statutes and local rules, codes and regulations pertaining to assigned programs and functions.
  • Collecting, compiling and filing information and data.
  • Operating and performing routine maintenance of general office machines.

Selection Procedure
Important Application Information:
  • It is your responsibility to demonstrate through your application materials how you meet the minimum qualifications of the position/s for which you apply.
  • You must complete all sections of the application. A résumé or other information you feel will help us evaluate your qualifications may be attached to your completed application, but will not be accepted in lieu of completing any part of the application. Blank applications that contain only a résumé or those that reference "see résumé" will be rejected as incomplete.
  • Check your application before submitting to ensure it is complete and correct; no new or additional information will be accepted after the closing date.
  • Inquiry will be made of your former and current employers; please provide the names and telephone numbers of supervisors on your application.
  • You must provide the names and contact information of at least three (3) references (not relatives) that have knowledge of your job skills, experience, ability and/or character.
  • Application materials are the property of Mendocino County and will not be returned.
  • It is your responsibility to keep your NEOGOV profile updated, including any changes to your telephone number or address. Failure to do so may result in missed notification of exams or interviews.
  • The exam process listed on this flyer is tentative. Mendocino County reserves the right to make necessary modifications to the examination plan. Such revisions will be in accordance with approved personnel standards. Should a change be made, applicants will be notified.
  • The provisions of this job bulletin do not constitute an expressed or implied contract.

Examination Process: All applications will be reviewed with those judged most qualified progressing further in the selection process. The examination process will consist of a written exam (weight 50%) and those who pass the written exam will be invited to participate in a qualifications appraisal panel (oral exam, weight 50%). The written and oral examinations will test the knowledge and abilities described above. A minimum score of 70 must be attained for placement on the employment list.

Special Testing: If you require special testing arrangements to accommodate a disability or religious conviction you must contact Human Resources at 707.234.6600 prior to the test date to make your requirements known. You must provide enough advance notice to allow Human Resources to properly review and evaluate your request .

Special Requirements: Employment with the County may require the successful completion of a pre-employment background and/or medical examination and may include drug screening and/or fingerprinting.

This announcement is a synopsis of duties and requirements of this job. To review the complete classification specification and benefits, please see the HR website. Applications must be submitted to the Human Resources Department by the final filing date.

The County of Mendocino is an Equal Opportunity Employer