Under the supervision of the Legal Manager and/or Chief Counsel, as well as the general direction of staff attorneys, the Legal Secretary performs difficult and responsible legal secretarial work, relieving the attorney of complex specialized clerical details.
Type, format and proofread a variety of legal correspondence, petitions, briefs, pleadings, motions, discovery, deposition notices, subpoenas, legal opinions, and legislative matters. Prepares and reviews outgoing legal correspondence for attorney’s signature to ensure that all legal documents and enclosures are in proper processing order.
Independently handles complex specialized clerical procedures concerned with activities under the attorney’s direction, such as maintaining a docket of matters involving hearings or trials in which the agency is a major participant; calendaring of litigation matters, including, but not limited to discovery, motions, and depositions; sets depositions; makes travel arrangements and prepares travel expense claim for attorneys.
Screens incoming correspondence related to attorney’s office and establishes follow-up dates to ensure deadlines are met. Screens a variety of visitors and telephone calls and makes appropriate referrals. Responds to a variety of inquiries from attorney and the public on the status of legal matters in process and gives authoritative information on the procedural aspects of processing legal actions by the office. Reviews outgoing non-technical correspondence prepared by staff for attorney’s signature for consistency with administrative policy, as well as for formal, grammatical construction and clerical error. Prepares agenda, attend meetings related to legal matters and records minutes from meetings.
Serves as a Custodian of Records; processes requests for documents pursuant to the Public Records Act, including record location and review, redaction of personal information and segregation of records exempt from disclosure by statute, prior to the production of documents. Maintains proper records in compliance with Departmental procedures.
Answers Legal Division telephones. Act as liaison with court clerks, process servers, court reporters, OAH clerk and Administrative Law Judges. Maintains complex legal calendaring system for attorneys and Legal Division in general.
May be responsible for training and monitoring the work of clerical assistants and Senior Typist, Legal; and ordering supplies.
KNOWLEDGE AND ABILITIES:
Knowledge of: Technical legal terms various legal forms and documents and their processing; modern office methods, supplies, and equipment; business English and correspondence; an understanding of judicial process, Department and legal procedures and practices, and multiple and specialized areas of law; proper format of State and Federal citations; use of legal resources from traditional library references and software applications.
Ability to: Type at a speed of 45 words per minute; read and write English at a level required for successful job performance; establish and maintain effective working relationships; prepare correspondence independently; perform difficult legal clerical work including the ability to process a large variety of legal documents, spell correctly, use good English, and make arithmetic computations; transcribe accurately difficult dictation involving a variety of legal terms from a dictating machine; communicate effectively; follow directions; analyze situations accurately and take effective action; type, format, file, and serve legal pleadings in multiple jurisdictions, including State, federal and appellate courts, or Office of Administrative Hearings; independently perform complex clerical and legal secretarial work; coordinate and schedule legal services; screen mail, visitors, and telephone calls and take appropriate action; interact with courts, administrative agencies, governmental entities, co-counsels, opposing counsels, or witnesses as directed by the attorney ensuing deadlines are met; compose correspondence; give information and provide assistance using good judgment and discretion; maintain case and administrative files and records; may act in a lead capacity over clerical staff including legal typists.
The demands described here are representative of those that must be met by the incumbent to successfully perform the essential functions of the job.
•Requires daily use of a personal computer and related software applications at a workstation.
•Requires ability to lift case files, office supplies, books and manuals (up to 20 lbs.).
•Requires ability to complete tasks that require reaching, bending, grasping, and making repetitive hand movements in the performance of daily duties.
•Requires prolonged sitting and or standing at a workstation for 6.5 to 7 hours per day.
•Requires dependability and excellent attendance records.
The above statements are intended to describe the general nature and level of work being performed by the incumbent. They are not intended to be an exhaustive list of all responsibilities, duties, skills or working conditions associated with this job.
WHO SHOULD APPLY:
Applicants must be a current or former State employee with transfer or reinstatement eligibility for this classification, or be reachable on a current employment list for this classification. Appointment is subject to SROA and State surplus policies. Surplus candidates must submit copy of surplus status letter. All applicants must clearly indicate their basis for eligibility on the State application (STD 678). Applicants will be screened and those best qualified will be interviewed.
SEND COMPLETED STATE APPLICATION (STD 678) TO:
Department of Fair Employment and Housing
ATTN: Amy Duarte, Human Resources Office
2218 Kausen Drive, Suite 100
Elk Grove, CA 95758
TTY (916) 226-5285
If you are not a current or former State employee, you must first take an examination to obtain list eligibility. This does not apply to Student Assistant vacancies.
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Equal Opportunity to all regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, or sexual orientation.
It is the objective of the State of California to achieve a drug-free state workplace. Any applicant for State employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing civil service, and the special trust placed in public servants.