Administrative Secretary (Legal) to the District Attorney

Administrative Secretary (Legal)

This is an excellent opportunity for someone who values public service, enjoys detailed and meaningful work, and finds fulfillment in helping others. The District Attorney's Office currently has one full-time (75 biweekly hours) vacancy for an Administrative Secretary (Legal) to the District Attorney. The Administrative Secretary (Legal) reports directly to the District Attorney and the executive management team. This position provides the full range of legal secretarial services including following up on assignments and activities, transmitting information on behalf of the District Attorney, maintaining calendars, arranging for meetings, keeping informed of pertinent issues and activities, and screening calls and visitors for the District Attorney. This position may supervise assigned support staff, and prepares a variety of reports, correspondence, policies, procedures, legal documents, and court documents for the District Attorney. The Administrative Secretary (Legal) organizes and maintains confidential and legal files and is responsible for maintaining and updating the department's social media accounts and website.

Our highly qualified candidate is passionate about public service and the mission of the District Attorney's Office and has experience working within a California District Attorney's Office, law enforcement agency, court, or other legal environment. They are a proactive self-starter who thrives in a fast-paced setting, adapts to quickly changing priorities, and consistently produces high-quality work while meeting critical deadlines. The ideal candidate has experience as a supervisor and/or supporting executives, administrative staff, and demonstrates sound judgment and professionalism. The ideal candidate works effectively both independently and as part of a collaborative team. They possess exceptional organizational skills, attention to detail, and the ability to manage multiple competing priorities while handling highly sensitive and confidential information with discretion. The ideal candidate has experience providing executive level administrative support to a department head, elected official, or senior manager, including managing complex calendars, preparing correspondence and presentations, coordinating meetings and travel, and serving as a primary point of contact for internal and external stakeholders. They are proficient in Microsoft Office applications, have experience managing business and social media accounts, and are comfortable working with prosecutorial and other specialized case management systems. The strongest candidates will also have experience working collaboratively with prosecutors, investigators, law enforcement agencies, courts, and other criminal justice partners, and will understand the importance of professionalism, confidentiality, and responsive service in supporting the administration of justice.

Knowledge of standard office administrative and secretarial practices and procedures, standard office equipment and applications including word processing and spreadsheet software, legal software and specialized database systems, business English, legal office and civil or criminal justice system terminology, forms, documents and procedures, record keeping, report preparation, filing methods and records management techniques, business arithmetic and basic budgetary principles and practices, and basic supervisory principles and practices.

Ability to provide varied, responsible and often confidential secretarial and office administrative support to the director of a department and associated management staff, prepare a variety of legal documents and forms, maintain and/or administer specialized computerized systems, plan, supervise, coordinate, review and evaluate the work of support staff, train staff in work procedures, use initiative and sound independent judgment within established policy and procedural guidelines to assist with office administration and executive support decisions, communicate effectively both verbally and in writing, use tact, discretion and prudence in establishing and maintaining effective working relationships with those contacted in the course of the work, analyze and resolve office administrative situations and problems, interpret, apply and explain departmental policies and procedures, prepare reports, correspondence and other materials which may require researching, and summarizing information from various sources, organize work, set priorities, meet critical deadlines and follow-up on assignments with a minimum of supervision, make accurate arithmetic calculations, and maintain accurate records and files.

Minimum qualifications: Four years of office administrative and/or secretarial experience that included either two years legal secretarial experience or three years of experience processing legal documents in a court, criminal justice or legal office setting. Such work must have included providing responsible office support to management and professional staff. College or business school training in a field related to the work is desirable and may be substituted for the experience on a year-for-year basis to a maximum of two years. Experience working collaboratively with prosecutors, investigators, law enforcement agencies, courts, and other criminal justice partners is highly desired. Special requirements: The selected candidate must pass a background investigation as required for employment in a law enforcement agency.