Legal Secretary II

  • STATE BAR OF CALIFORNIA
  • San Francisco, California
  • Jun 04, 2022
Full Time Clerical and Administrative Support Legal Services

Job Description

Job Description

Office of Chief Trial Counsel

Salary Range: $64,917 - $ 86,560

Non-exempt / Union Represented

Per the State Bar's Remote Work Policy, the majority of the State Bar's workforce is expected to work in the office at least two days per week.

The Legal Secretary II assists legal professional, supervisory, and judicial staff member(s) in accomplishing highly confidential secretarial and administrative duties and responsibilities of the department, unit, or individual legal staff member, to which the position is assigned. In addition, the LSII coordinates special projects, performs analysis, editing, evaluation, report preparation, and other duties as assigned.

DISTINGUISHING CHARACTERISTICS

This is an experienced (minimum of three years in legal secretary role), journey-level classification in the Legal Secretary classification series. It is distinguished from the lower-level Legal Secretary I classification in that incumbents independently perform the full range of legal secretarial and staff support duties. Incumbents in this classification may serve in an informal lead capacity, assisting, training, assigning, and monitoring work of lower-level Legal Secretary staff.

The Legal Secretary II is distinguished from the Legal Secretary III classification by the latter's formal lead responsibilities.

EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to the following:
  • Provides a variety of legal secretarial support including supporting the preparation of legal briefs, motions and memoranda.
  • Formats, edits, assembles documents and enters into databases for filing in all state, federal or State Bar courts.
  • Assembles and types, in final form, legal pleadings for filing in all state, federal or State Bar courts including proofreading and editing documents for accuracy, entering data into a database, and ensuring that litigation deadlines are met. Interprets local court rules for requisite format and number of duplications of pleadings.
  • Checks legal citations, oversees the production of legal documents, and distributes documents to the appropriate court and in-house personnel.
  • Proofreads, edits, and/or assembles legal documents, including but not limited to, pleadings, contracts, subpoenas, legal memoranda, letters, proposals and/or other documents unique to the department, office or unit to which assigned.
  • Serves in a formal trainer capacity of new hires.
  • Tracks legislative research and analyzes a variety of internal data, policies and legal subject matter such as labor law, and recent court decisions.
  • Assists others in preparing for committee or other meetings, including, but not limited to, the preparation, distribution, and printing of notices, agendas and materials, and minutes.
  • Assumes responsibility for secretarial assistance, including, but not limited to, calendaring court appearances; making appointments; creating and maintaining legal files and indices; date stamping, faxing, scanning and copying documents; and screening and routing telephone calls.
  • Performs other similar or related duties which may not be specifically included within this position description, but which are consistent with the general level of the job and the responsibilities described including paralegal and office support duties within the main areas of: (1) legislative support, (2) litigation support, (3) legal and policy research, (4) contract administration, (5) transactions support and (6) executive legal support.
  • May format, cite check, and edit Review Department opinions for Judges and maintain version control of all opinions ensuring their progress from oral argument to timely filing, and at times publication.
  • May perform legal and policy research includes researching, compiling and analyzing a variety of internal data, policies and legal subject matter such as labor law, and recent court decisions.
  • May provide coverage for other Legal Secretaries during staff absences on a rotational basis by assisting direct supervisors of the absentee secretaries.

EMPLOYMENT STANDARDS

Knowledge of:
  • Workflow principles for maintaining centralized information and data record keeping systems.
  • The complete system of technical processes for providing substantive and procedural legal support.
  • Developments in functional domain(s) of assignments, and of changes in guidelines applying to the areas of work focus such as matters of legislative support.
  • The relevance and importance of various legislative histories, policy issues, agreements and other information pertinent to the organization's interests and perspectives in legislative matters from a legislative support perspective.
  • Modern office practices and procedures, including the use of standard computer software such as Microsoft Office and case management system applications.
  • Broad legal concepts, terminology, documents and procedures; including specialized legal processes and methodology of legal proceedings and legal research.
  • The basic rules of vocabulary, grammar, spelling and punctuation, as specified in Webster's New Collegiate Dictionary.
  • Business math for nontechnical calculations such as addition, subtraction, multiplication and division.
  • Filing requirements for State Bar Court and Superior Courts.

Ability to:
  • Demonstrate accomplished legal writing skills with accurate, clear and complete legal documents.
  • Organize and maintain digital and paper legal files and records.
  • Problem solves to select, organize and logically process relevant information (verbal, numerical or abstract) to solve a problem.
  • Work independently, and work cooperatively in a team environment.
  • Complete multiple tasks and meet deadlines.
  • Demonstrate independent judgment and initiative.
  • Receive and relay detailed information through verbal and written communications.
  • Carry out duties in accordance with policies, procedures and scope of responsibility.
  • Communicate clearly and effectively in person, by telephone and in writing.
  • Demonstrate accomplished computer keyboarding skills.
  • Maintain confidentiality of State Bar documents, records, and data, including legally protected personal information, proprietary and pre-decisional information not subject to public information disclosure, sensitive legal and programmatic data, and other sensitive information.


Minimum Qualifications:

Education:
  • Possession of high school diploma or equivalent.
  • Two (2) years post-secondary education.

Experience:
  • Three (3) years directly relevant legal secretarial experience.

Or an equal combination of education, certification, and/or directly related legal secretary experience that resulted in successful performance of the job.

Applicants who meet the Minimum Qualifications will be required to successfully complete the State Bar's selection process for this classification.

License, Certificate, Registration Requirements:
  • None required.

Physical Requirements:
  • Sit for extended periods of time.
  • Make fine visual distinctions upon proofreading written document and viewing information on a computer screen.
  • Ability to lift up to 25 pounds.
  • Possess visual capability and digital dexterity to operate a computer and other standard office equipment.
  • Digital dexterity to assemble, retrieve and replace files.
  • Frequent and ongoing use of a telephone and computer terminal.

Condition of Employment:

Employment with the State Bar of California requires full vaccination and proof of full vaccination for COVID-19 before starting work. Exemptions to the mandatory vaccination policy may be available for a medical condition, disability, or sincerely held religious belief and must be approved before starting work.

Job Address

San Francisco, California United States View Map