Legal Office Assistant I

Summary

The current vacancy is in the District Attorney's Office.

This recruitment is for level I. The salary range for level I is $1,346.40-$1,719.20 biweekly ($16.83-$21.49).

The eligibility list created from this recruitment may be used to fill any current or future vacancies in ANY Butte County Department.

Note: A training and experience evaluation may be utilized to determine an applicant's ranking among qualified candidates. Based upon information provided in this application including responses to supplemental questions, an applicant's education, training and experience (full-time equivalent) may be evaluated. Applicants should provide thoughtful and thorough responses to supplemental questions as they play an important role in this recruitment process. All qualifying work experience that is described or included in responses to supplemental questions MUST also be included and detailed in the "Work Experience" section of this application. "See Resume" is not an acceptable response for any supplemental question.

FLSA: Non-Exempt

DEFINITION

Under immediate or general supervision, performs a variety of legal office support duties, which may include word processing, data entry and organization, telephone and counter reception, scheduling, updating websites, legal records/database maintenance, and filing; creates legal forms, memoranda, correspondence, and/or reports; provides information and assistance to staff, courts, attorneys, law enforcement agencies, and the general public; and performs related duties as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives immediate (Legal Office Assistant I) or general supervision (Legal Office Assistant II) from assigned supervisory or management personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

Legal Office Assistant I: This is the entry-level classification in the legal office assistant series. Initially under close supervision, incumbents learn County procedures and perform routine legal office work. As experience is gained, assignments become more varied, complex, and difficult; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Positions at this level usually perform most of the duties required of the positions at the II-level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.

Legal Office Assistant II: This is fully qualified journey-level classification in the legal office assistant series. Positions at this level are distinguished from the I-level by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Senior Legal Office Assistant in that the latter performs the more complex work assigned to the series and serves in a lead capacity over assigned legal office support staff.

Positions in the Legal Office Assistant class series are flexibly staffed; positions at the II-level may be filled by advancement from the I-level; progression to the II-level is dependent on (i) management affirmation that the position is performing the full range of duties assigned to the classification; (ii) satisfactory work performance; (iii) the incumbent meeting the minimum qualifications for the classification including any licenses and certifications; and (iv) management approval for progression to the II-level.

Essential Job Functions

Typical functions may include any of the following tasks, knowledge, abilities, and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

Some duties, knowledge, skills, and abilities may be performed in a learning capacity for entry-level (I Level) positions.

• Serves as point of contact for the department/division/program; receives and screens visitors and telephone calls; takes messages, directs callers and visitors to the proper office or person, and/or provides information regarding County programs, activities, and functions; explains County and department/division/program policies and procedures according to established guidelines.
• Completes and processes legal forms, records, applications, and/or other documents such as crime reports, subpoenas, claims, case reports, discovery documents, agreements, settlements, liens, and other legal documents by gathering information from a variety of sources; contacts other County staff, external stakeholders, and/or the public as needed to obtain information.
• Types legal correspondence, reports, forms, and specialized documents related to the functions of the organizational unit to which assigned from drafts, notes, or instructions; proofreads and checks for accuracy and completeness following department/division/program procedures; corrects grammar, punctuation, and spelling.
• Enters, edits, and retrieves legal and/or confidential data, and prepares reports following established formats and reporting standards; may create custom report formats to meet requestor needs.
• Maintains calendars and makes meeting arrangements; schedules meetings and hearings; assigns cases to court calendar.
• Reserves meeting rooms; performs or arranges for necessary set-up, equipment, and materials to be available at meetings; may prepare meeting agendas, attend meetings, and take minutes.
• Prepares travel and training requests; confirms travel arrangements for conferences and business trips; compiles expense reports and prepares staff report.
• Organizes and maintains accurate and detailed databases, case files, and records; scans/images, inputs, indexes, and maintains a variety of data into assigned databases and systems; verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules including archiving, scanning, and destructing files.
• Receives, processes, and assists in responding to public records requests and other requests for information; organizes information; and disseminates information after approval.
• Performs various accounting office support duties such as determining and calculating required fees, processing, reconciling, and verifying cash and monies received, generating purchase orders and invoices, and processing reimbursements, payment vouchers, check requests, and invoices in accordance with County policies and procedures.
• Performs other routine clerical support work as required, which may include, but is not limited to, copying documents, collating documents, maintaining lists and logs, opening and distributing mail, processing outgoing mail, ordering and maintaining inventory of supplies and forms, etc.
• Attends various meetings and training as required or appropriate.
• Performs related duties as assigned.

Minimum Qualifications

Some duties, knowledge, skills, and abilities may be performed in a learning capacity for entry-level (I-level) positions.

Knowledge of:

• Modern office and customer service practices, equipment, and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
• Telephone techniques and etiquette.
• Legal terminology and court processes and procedures.
• Basic recordkeeping principles and practices.
• Business letter writing and the standard format for typed materials.
• Methods for preparing and processing various legal records, reports, forms, case files, and related documents for court, board, and related hearings.
• Business arithmetic.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

Ability To:

• Perform varied legal office and customer service support work with accuracy and speed.
• Type concise legal reports, correspondence, and other written materials from instructions.
• Prepare and process various legal records, reports, forms, case files, and other documents specific to assigned department/division/program.
• Compile a variety of information and materials.
• Learn and understand the organization and operation of the County, court systems, and of outside agencies as necessary to assume assigned responsibilities.
• Learn, interpret, and apply all pertinent laws, regulations, codes, and ordinances and County policies and procedures relevant to work performed.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Make accurate mathematical computations.
• Maintain a variety of filing, recordkeeping, and tracking systems.
• Organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

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; and

Legal Office Assistant I: Six (6) months of legal office clerical work.

Legal Office Assistant II: Two (2) years of general clerical or office assistant experience or experience at a level equivalent to County’s class of Legal Office Assistant I.

Certifications and Licenses:

• A position assigned to this class may require possession of a valid California Driver's License.

Environmental Factors and Conditions/Physical Requirements

PHYSICAL DEMANDS

• Mobility to work in a standard office setting and use standard office equipment, including a computer; primarily a sedentary office classification although standing in work areas and walking between work areas may be required; occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information; ability to lift, carry, push, and pull materials and objects up to 10 pounds.
• Vision to read printed materials and a computer screen.
• Hearing and speech to communicate in person and over the telephone.
• Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment.

WORKING CONDITIONS

• Office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

EQUIPMENT AND TOOLS UTILIZED

• Equipment utilized includes personal computer and standard office equipment.

Disaster Service Worker

All Butte County employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker related training as assigned, and to return to work as ordered in the event of an emergency.