Executive Legal Assistant I-II-Senior

INTERVIEWS WILL BE CONDUCTED ON AUGUST 5, 2026

Executive Legal Assistant I: $27.00 - $32.82 /hr. Executive Legal Assistant II: $29.84 - $36.27 /hr. Senior Executive Assistant: $32.82 - $39.89 /hr. Executive Legal Assistant I/II Under general supervision, performs complex and difficult administrative, secretarial, paralegal, and office support duties requiring thorough knowledge of a legal department, its procedures, and operational details; provides administrative support to management and departmental staff; drafts a variety of legal documents and pleadings, composes and prepares correspondence using judgment in content and style; performs skilled word processing, data entry, and typing; provides information to the public and staff requiring knowledge of department services, policies, and procedures; provides assistance for a wide variety of confidential assignments; provides lead direction and training to other legal assistants as assigned; and performs related duties as assigned. Senior Executive Legal Assistant Under limited supervision, leads, trains, and performs the most complex, difficult, and sensitive administrative, secretarial, paralegal, and office support duties requiring extensive knowledge of a legal department, its procedures, and operational details, including assisting in the development and management of the department budget. Positions at this level are distinguished from lower classes by the level of responsibility assumed, complexity and sensitivity of the duties assigned, independence of action taken, the amount of time spent performing the duties, and the nature of the public contact made. May provide technical and functional supervision to staff.

SUPERVISION RECEIVED AND EXERCISED

Executive Legal Assistant I/II Receives general direction from attorneys and oversight from the County Counsel. Senior Executive Legal Assistant Receives limited direction from attorneys and oversight from the County Counsel. Exercises technical and functional direction over and provides training to interns, volunteers, and support staff.

CLASS CHARACTERISTICS

Executive Legal Assistant I This is the entry-level class in the series. Incumbents in this classification perform basic and complex duties to support the County Counsel and the successful handling of legal cases as well as general office administration duties. This class is distinguished from other clerical classes, which may also provide office support in a legal setting, by the criticality and difficulty of the work performed and its impact on the successful handling of cases. It is distinguished from the Executive Legal Assistant II classification in that the latter performs the full range of administrative duties and paralegal work. Executive Legal Assistant II This is the journey‑level class in the series. Incumbents in this classification perform complex and difficult administrative and paralegal duties to support the County Counsel and the successful handling of legal cases; prepare or draft a variety of legal documents and pleadings, perform legal research and writing, draft and analyze legal documents, interview clients, and provide information to the public and County staff regarding department services, policies, and procedures. Senior Executive Legal Assistant This is the advanced journey‑level class in the series. Incumbents in this classification perform the most difficult, complex, specialized and/or sensitive administrative and paralegal duties to support the County Counsel and the successful handling of legal cases. Employees at this level are required to be fully trained and experienced in all procedures related to the department. (Illustrative Only) Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

EXECUTIVE LEGAL ASSISTANT I/II RESPONSIBILITIES

Provides administrative support by assisting with duties of a complex and confidential nature related to County legal activities; acts as a liaison between the department and other staff or the public, coordinating resolutions when appropriate. Tracks and maintains litigation calendars, including recording follow‑up trial dates, action dates, and disposition of cases; schedules and confirms dates for preliminary hearings, trials, arraignments and other actions with court calendaring staff; enters calendaring information into central calendar book and notifies involved parties of court dates. Performs basic financial and accounting related duties, including billing invoices, receiving payments and reconciling them with purchasing orders, tracking vendor and invoice information, assisting with bid requests, price quotes, purchase orders and expenditure requests including office supplies; authorizes payment of invoices. Screens calls, visitors, and incoming mail; provides information to the public by phone or in person requiring an understanding of department services and County policies and procedures; listens to questions and interprets and applies regulations, policies, procedures, systems, rules, and precedents according to existing guidelines; responds to citizen and staff inquiries and complaints; refers citizens to the appropriate department source; coordinates or resolves problems of a moderate nature when appropriate. Communicates with other County staff, court personnel, officials, staff of other agencies, and the general public as appropriate to obtain and relay information including maintaining the department website; schedule appointments, and coordinate activities. Compiles information and data for administrative, statistical, and financial reports; checks and tabulates statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials. Gathers, assembles, updates, and distributes a variety of department or Agency specific information, forms, records, and data as requested, including updating the website. Provides technical and functional direction to support staff; reviews quality of work; trains employees in work methods and processes. Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files. Researches case materials, laws, codes, statutes, legal opinions, prior judgments and other resources to obtain information to support assigned legal cases. Performs legal research, discovery and legal writing on a wide variety of legal matters. Coordinates and participates in the preparation of department budget; monitors budget expenditures and revenues, including participating in meetings, gathering data and presenting on budget related topics to other departments and the Board of Supervisors. Organize exhibits and other documents for hearings, summarizes deposition and hearing transcripts; requests certified copies of legal documents and case records from other jurisdictions. Receives requests for information; releases information to the public, attorneys and defendants according to established guidelines; maintains logs of discovery materials provided. Composes, types, edits, proofreads, and transmits a variety of complex documents, including forms, memos, legal documents, court orders, agreements, ordinances, real property documents, administrative, statistical, and staff reports, and correspondence for department staff from rough draft, dictation equipment, handwritten copy, verbal instructions, or from other material; inputs and retrieves data and text using a computer terminal; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections to drafts. Receives and screens legal documents for required actions; distributes and retrieves to and from appropriate courts, agencies or individuals; obtains signatures and/or ensures proof of service; ensures that appropriate documents are filed to case files. Establishes, maintains, controls and closes out case files; ensures proper sign‑out of materials. Develops and implements file, index, tracking, and record‑keeping systems; maintains law library materials; researches records within areas of assigned responsibility to prepare reports and provide follow‑up information to customer and staff inquiries. Attends various meetings and training as required. Performs related duties as assigned. EXECUTIVE LEGAL ASSISTANT II RESPONSIBILITIES (IN ADDITION TO THE ABOVE) Researches case law, codes, statutes, legal opinions, prior judgments and other resources. Drafts or assists in preparing motions, judgments, affidavits, decisions, orders, petitions, answers, declarations, interrogatories, responses to discovery, procedures, and correspondence. Assists with handling claims against or on behalf of the County. Attends hearings to provide information and to identify additional actions to be taken if requested by an attorney. Interviews clients, conducts fact gathering and retrieving information. Performs related duties as assigned. SENIOR EXECUTIVE LEGAL ASSISTANT RESPONSIBILITIES (IN ADDITION TO THE ABOVE) Provide direction, training, and oversight to staff on policies, procedures, methods and format; serve as technical expert receiving and responding to staff questions. Participate in budget preparation and administration; prepare cost estimates for budget recommendations; monitor and control expenditures. Recommend and assist in the implementation of unit goals and objectives; establish schedules and methods related to supporting attorneys within the County Counsel’s Office; implement policies and procedures. Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; prepare various reports on operations and activities. Respond to the most difficult and complex inquiries and requests for information from the public and County staff. Answer questions and provide information to the public; investigate complaints and recommend corrective action as necessary to resolve complaints. Participate in special projects and/or assignments in an effort to improve processes, procedures and workflow.

KNOWLEDGE OF

Executive Legal Assistant I/II County and department policies and procedures. Laws, codes and regulations governing operations of the department to which assigned. Record‑keeping, report preparation and filing systems and methods. Basic financial record‑keeping. Basic business arithmetic. Business letter writing techniques. Legal terminology and formats for preparing legal documents. Techniques and sources for researching legal codes and rulings. Basic functional responsibilities of criminal justice agencies. Modern office practices, methods, and computer equipment and applications related to the work. English usage, grammar, spelling, vocabulary, and punctuation. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff. Senior Executive Legal Assistant (IN ADDITION TO THE ABOVE) Principles and practices of lead supervision and training. Terminology and practices of financial and account document processing and record‑keeping, including accounts receivable, accounts payable. Practices and techniques of automated accounting and financial record keeping and report preparation. Principles and practices of auditing and reconciling a variety of financial and accounting documents and records.

ABILITY TO

Understand, interpret, explain, apply, and ensure compliance with all pertinent laws, codes, regulations, policies and procedures, and standards. Provide responsible and difficult legal clerical support to professional staff. Process a variety of legal forms and documents in accordance with strict requirements. Research statutory and case law materials and citations, and related information. Analyze office administration and clerical problems, evaluate alternatives and recommend solutions. Organize work, set priorities, meet critical deadlines and follow up on assignments with minimal direction. Type accurately at speeds necessary for successful job performance. Maintain accurate records and files. Perform required mathematical computations accurately. Operate modern office equipment including computer equipment and specialized software applications programs. Use English effectively to communicate in person, over the telephone, and in writing. Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations. Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work. Senior Executive Legal Assistant (IN ADDITION TO THE ABOVE) Serve as technical and/or functional lead, providing training and oversight to staff on an ongoing basis or related to specific policies and procedures. Perform highly technical duties with accuracy, attention to detail, and a high level of concentration. Provide technical expertise and information regarding department procedures and legal requirements. Analyze difficult and sensitive situations accurately and adopt an effective course of action. Organize work, set priorities, meet critical deadlines and follow up on assignments with minimum of direction. Understand and follow difficult, complex and confidential oral and written instructions. Prepare a variety of complex financial, accounting and statistical reports, journals and ledgers. Audit and reconcile financial, accounting and budgetary documents and records.

EDUCATION AND EXPERIENCE

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be: Equivalent to completion of the twelfth (12th) grade supplemented by specialized coursework in legal terminology and document format; and Executive Legal Assistant I Two years of increasingly responsible legal clerical experience in a law office or equivalent. Executive Legal Assistant II Two years of responsible legal clerical experience equivalent to an Executive Legal Assistant I. Senior Executive Legal Assistant Four years of journey‑level legal clerical experience equivalent to an Executive Legal Assistant II. An Associates degree in paralegal studies or equivalent may forgive two years of the required experience.

LICENSES AND CERTIFICATIONS

Must possess a California driver's license and have a satisfactory driving record. Senior Executive Legal Assistant: Possession of a valid paralegal certificate. #J-18808-Ljbffr Tuolumne County