Legal Staff Assistant

THE POSITION

With supervisor approval, incumbents may be eligible for intermittent remote work; however, they must physically reside within the Sacramento region or have the ability to regularly report to a City of Sacramento physical worksite with little notice.

DEFINITION

Under general supervision, a Legal Staff Assistant performs a wide variety of clerical duties; types and proofreads documents, sorts and files documents, records and correspondence; maintains records; responds to inquiries; performs courier assignments, files documents with the administrative, state and federal court systems; serves as receptionist for the office; performs other duties assigned.

DISTINGUISHING CHARACTERISTICS

This entry-level classification is populated with multiple incumbents. The Legal Staff Assistant performs assigned duties with direct instruction or assistance from the Supervising Legal Secretary, and work is normally reviewed upon completion. Adequate performance at this level requires the knowledge of general City procedures on purchasing, personnel, and payroll as well as knowledge of the department's policies and procedures. The Legal Staff Assistant also performs duties to assist with the completion of document filing with the state and federal court systems. This classification is distinguished from Senior Legal Staff Assistant in that the latter class requires specialized knowledge of clerical tasks and department operations and performs with a greater degree of independence.

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by Supervising Legal Secretary or professional-level staff. This classification does not supervise other part-time of full-time staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES

TYPICAL DUTIES

- Performs a wide variety of routine and other confidential clerical work including filing, billing, and checking and recording information on records; sorts and files documents and records, maintains alphabetical, index, and cross-reference files; receives, sorts, and distributes incoming and outgoing correspondence.
- Acts as receptionist; answers the telephone and waits on the general public, gives information on department policies and procedures as required.
- Types and proofreads a variety of documents including reports, memos, and statistical charts from oral direction, rough draft forms, copy, notes; operates adding machines and other office equipment.
- Compiles information and data for statistical and financial reports; maintains a variety of statistical records; checks and tabulates statistical data; prepares simple statistical reports; performs record keeping for various funds and expenditures.
- Orders office supplies; submits expense claims; maintains inventory records and information logs; processes purchase requisitions; maintains purchase records; resolves errors in orders received and invoices.
- Assists in the training of new personnel.
- Performs duties that require heavy lifting of materials and supplies of approximately 20 pounds or more.
- Performs courier duties requiring significant walking in various weather conditions.
- Performs other related duties as assigned.

QUALIFICATIONS

Knowledge of:

- Various computer equipment and software programs.
- Basic mathematical computations.
- Office methods and equipment.
- Basic record keeping.
- English usage, spelling, grammar, and punctuation.

Skill in:

- Utilizing in a proficient manner available computer equipment and software.

Ability to:

- Perform multiple tasks simultaneously.
- Maintain confidential information.
- Type at a speed of not less than 40 net words per minute from clear copy.
- Perform routine clerical work.
- Learn to operate office equipment and learn office methods, rules, and policies.
- Understand and carry out oral and written instructions.
- Establish and maintain effective working relationships with others, including outside agencies, court staff, and the public.
- Communicate effectively, maintain good organizational skills and employ sound judgment.
- Perform duties requiring lifting of approximately 20 pounds.
- Perform courier duties in various weather conditions.

EXPERIENCE AND EDUCATION

Any combination of education and experience that would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

One year of clerical experience preferred.

SPECIAL QUALIFICATIONS

Driver’s License:

Possession of a valid California Class C Driver’s License at time of appointment. Individuals who do not meet this requirement due to physical disability will be reviewed on a case-by-case basis.

THE SELECTION PROCEDURE

Please note, the City of Sacramento's preferred method of communication with applicants is via e-mail. As such, please ensure you verify the e-mail address on your application, and check your e-mail frequently, including your spam and junk folders. All e-mail notifications can also be accessed through the governmentjobs.com applicant inbox.

1. Application: (Pass/Fail) - All applicants must complete and submit online a City of Sacramento employment application to the Employment Office by the final filing deadline :

• Employment applications must be submitted online; paper applications will not be accepted.
• Employment applications will be considered incomplete and will be disqualified:
  • If applicants do not list current and past job-related experience in the duties area of the "Work Experience" section. Note: Qualifying experience is based on full-time experience (40 hours per week). Qualifying experience is calculated to the full-time equivalent (pro-rated if less than 40 hours/week).
  • If "see resume" is noted in the "Work Experience" section; a resume will not substitute for the information required in the "Work Experience" section.
• Position/job titles will not be considered in determining eligibility for meeting the minimum qualifications for this position.

2. Supplemental Questionnaire: (Pass/Fail) - In addition to the City of Sacramento employment application, all applicants must complete and submit online responses to the supplemental questionnaire:

• Responses to the supplemental questionnaire must be submitted online; paper questionnaire will not be accepted.
• Incomplete supplemental questionnaire will not pass the review process; omitted information cannot be considered or assumed.
• A resume will not substitute for the information required in the supplemental questionnaire.
• Possession of the minimum qualifications is not necessarily a guarantee of further advancement in the selection process.

3. Screening Committee : (Pass/Fail)- All applications received by the final filing deadline will be forwarded to the hiring department for review. The hiring department will select the most competitive applications for further consideration. Human Resources will only evaluate employment applications for the minimum qualifications, as stated on the job announcement, for applications selected by the hiring department.

4. Interview Process : Human Resources will forward applications to the hiring department. Those determined to be the most qualified candidates will be invited to participate in an interview process.

5. Conditional Hire: Upon receipt of a conditional offer, the selected candidate must complete and pass Live Scan/fingerprinting. If applicable, candidates may also need to pass a pre-employment medical exam, controlled substance and/or alcohol test, and possess any required licensure or certification prior to receiving a start date from the Department. Failure to meet these prerequisites will be grounds for withdrawal of your conditional offer of employment.

QUESTIONS:

For questions concerning this job announcement and the application process:

• Please visit https://www.governmentjobs.com/Home/ApplicationGuide f or a comprehensive, step-by-step guide to the application process.
• For technical support between 6 AM - 5 PM PT, contact Live Applicant Support at (855) 524-5627.
• Visit the City of Sacramento Human Resources Department website at https://www.cityofsacramento.gov/HR/employment ;
• Send an email to employment@cityofsacramento.org ; or
• Call the Human Resources Department at (916) 808-5726

Bilingual Pay
Did you know that the City offers bilingual pay? That's right, most labor agreements offer the option of providing employees with bilingual pay if the department deems it to be operationally necessary.

Pension Reform Act
The City of Sacramento is covered by the California Public Employees' Retirement System, and as such, must adhere to the California Public Employee's Pension Reform Act (PEPRA) of 2013. Please note that the provisions within this act may affect or impact an applicant's eligibility and/or selection for open vacancies at the City of Sacramento.

Equal Opportunity Employer
The City of Sacramento is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

Additional Information

Civil Service Rules: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/CivilServiceBoardRules62012.pdf

Union Contracts: https://www.cityofsacramento.gov/HR/labor-agreements.html

Salary Schedule: https://www.cityofsacramento.gov/content/dam/portal/hr/documentlibrary/SalarySchedule.pdf

Closing Date/Time: 11/17/2025 11:59 PM Pacific

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• City of Sacramento

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