Legal Secretary I

The Position

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 throughout the County, should they occur. Pursuant to current bargaining unit agreements, employees regularly assigned to the coastal region or in Covelo are eligible to receive a 5% assignment premium. The current vacancy is in Ukiah with Social Services. Under direct supervision at the I (entry level) and general supervision at the II (journey level), provides specialized, confidential and responsible diversified clerical and technical support in a legal office setting; maintains schedules, handles office details and relieves staff (legal or otherwise) of procedural details. The Legal Secretary series provides an excellent career path for those interested in pursuing a career with the County of Mendocino. Bilingual English/Spanish encouraged to apply. Se buscan personas bilinges en ingls y espaol. Para recibir una solicitud en espaol, llame a Recursos Humanos al 234-6600.

Job Requirements and Minimum Qualifications

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 technical support duties in order to relieve attorneys and other staff of a variety of procedural details. Performs general clerical tasks in support of the department.
• 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 a variety of legal documents, including but not limited to subpoenas, warrants, petitions, briefs, motions, citations, and pleadings, by typing from transcription, audio tapes, rough draft, oral instruction, dictation or clear copy; reviews drafts for punctuation, spelling and grammar and makes corrections in order to produce final copies of professional work product.
• Files documents with court offices; processes orders and documents that have been returned by the court; maintains records as required. Mails copies to other parties as appropriate.
• Prepares service packets (summons, complaints, orders, etc.) and forwards to process servers for personal service; tracks service activities and status of summons and complaints.
• Reviews confidential information from a variety of sources and processes related documents; identifies and corrects deletions or errors in accordance with prescribed format; and follows up to secure additional information as needed.
• Determines acceptability of information and proper action to be taken based on established oral or written instructions. Contacts various individuals, agencies or organizations to obtain and relay information; including releases of liens, case settlements, etc.
• Serves as 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.
• 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.
• 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.
• 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, from general instructions or information related to assigned responsibilities; reviews drafts for punctuation, spelling and grammar and suggests/makes corrections to drafts; arranges for, or copies, distributes and files.
• 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 and/or provide back up to other positions within the assigned department or unit.
• Performs other related duties as assigned.

MINIMUM QUALIFICATIONS REQUIRED: Education and Experience: Graduation from high school or G.E.D. equivalent; AND, two (2) years of full-time experience providing general clerical/secretarial support involving typing, filing, public contact, calendar coordination, and project coordination tasks. Licenses and Certifications: Valid Driver's License is preferred but not required. Some positions in this classification may require possession of a valid California driver's license or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.

Knowledge, Skills, and Abilities

Knowledge of:

• Modern office support and secretarial practices, procedures, and methods including office and 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.

• Accurately 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.
• 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.

• Communicate clearly and concisely, both orally and in writing.
• Understand and carry out oral and written instructions.
• Thoughtfully and courteously respond to the public, other agencies and County personnel regarding information requests and/or policies and procedures for the assigned area.
• Establish and maintain effective working relationships with internal staff, citizens and other departmental staff in order to give and receive information in a courteous manner.
• Use tact and discretion in handling and maintaining sensitive and/or confidential material and information.
• Operate and perform minor upkeep/maintenance of modern office equipment including computer equipment and software programs.
• While performing the essential functions of this job, the incumbent is regularly required to: walk; sit; use hands to finger, handle, or feel objects; reach with hands and arms; speak and hear; and push, pull, move, or lift above and below the neck objects weighing up to twenty (20) pounds.

Selection Procedure & Other Important Information

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 rsum 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 rsum or those that reference "see rsum" 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.