Legal Office Specialist (Open & Promotional)

The County of San Mateo is seeking qualified candidates for the position of Legal Office Specialist . Legal Office Specialists provide complex, technical, and confidential clerical services in the District Attorney, Probation, and Sheriff's Offices, serving as experts in all aspects of legal office support. They perform difficult legal clerical tasks, answer inquiries, create legal correspondence, proofread documents, enter and retrieve legal data, prepare reports requiring arithmetic calculations, research information for legal forms, and serve as backup for clerical coworkers. In the Sheriff's Office, duties may include receptionist duties, handling inmate calls and visitors, maintaining records of inmate bookings, releases, transfers, and court appearances, managing money and property, registering sex offenders, ordering office supplies, processing mail, and supporting jail programs. Responsibilities Perform difficult, complex, technical, and/or specialized confidential legal office support work, requiring independent judgment. Process commitments for various governmental institutions. Assemble, maintain, and update master and trial calendars; set and reset trials, conferences, and other legal matters. Compile information from various sources to complete required forms for state, medical, and social benefits applications; work directly with probation officers to ensure timely and complete applications on behalf of probationers. Provide specialized office support in a correctional facility. Research and assemble information for forms or reports; make arithmetic and statistical calculations. Provide information to the public or county staff that requires judgment and application of policies, rules, or procedures. Organize, maintain, and purge departmental files. Type correspondence, reports, forms, and specialized documents from drafts, notes, dictated tapes, or brief instructions using a word processor or computer terminal. Proofread and check typed and other materials for accuracy, completeness, and compliance with departmental policies and regulations. Enter and retrieve data and prepare reports using an online or personal computer system; review reports for accuracy and make corrections as needed. Oversee and perform office administrative details such as ordering supplies, arranging equipment repairs, transmitting information, and keeping reference materials up to date; arrange meetings, reserve rooms, make lodging and meal arrangements as needed. Act as receptionist: receive and screen visitors and telephone calls, direct callers to the proper person or handle the call personally; operate standard office equipment. Train others in work procedures or direct the work of others on a project basis. Provide off-hours support as required. Perform related duties as assigned. Knowledge of Legal office terminology, processes, procedures, and forms. Legal documents, forms, and terminology. Policies and procedures related to the assigned department. Business data processing principles and the use of word processing or personal computing equipment. Office practices and procedures, including filing and operation of standard office equipment. Business letter writing and the standard format for typed materials. Correct English usage, including spelling, grammar, and punctuation. Business arithmetic, including percentages and decimals. Record-keeping principles and practices. Skill/Ability to Perform technical, specialized, complex, or difficult legal office support work. Organize, prioritize, and coordinate work activities. Read and interpret rules, policies, and procedures. Deal tactfully and effectively with a variety of individuals, some of whom may be hostile or irate. Organize, research, and maintain legal office files. Establish and maintain effective working relationships with those contacted during the work. Compose routine correspondence from brief instructions. Make arithmetic calculations with speed and accuracy. Use initiative and sound independent judgment within established guidelines. Operate standard office equipment, such as a word processor, personal or online computer, and centralized telephone equipment. Education and Experience Any combination of education and experience that would likely provide the required knowledge, skills, and abilities is qualifying. A typical way to qualify is one year of journey-level office support experience in a legal office or two years of general clerical or office assistant experience. Other Requirements Selected positions may require the applicant to obtain and maintain a security clearance. Some positions may require the ability to type at a rate of 40 net words per minute from printed copy. Special Requirements For positions within the Sheriff's Office, the applicant must successfully pass a detailed background investigation prior to employment. Depending on the hours of operation of the unit assigned, shifts may encompass weekends and holidays with day, night, and swing schedules ranging from 8 to 12-hour shift assignments. Language Requirements Some positions may require fluency in English and Spanish. Language skills will be tested at the time of the candidate’s interview with the hiring department. The County of San Mateo is an equal opportunity employer committed to fostering diversity, equity, and inclusion at all levels. #J-18808-Ljbffr County of San Mateo