Legal Secretary I

Butte County District Attorney's Office is looking to fill 2 Regular Position.

This recruitment is for level I. The salary rage for level I is $1,388.80 -$1,861.60 biweekly  ($17.36 -$23.27 per hour). 

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 administrative and office support duties requiring knowledge of assigned department, legal processes and procedures, and operational details; composes and prepares various legal correspondence, case files and supporting documentation, and reports; provides information to the public and staff; and performs related duties as assigned. 

 SUPERVISION RECEIVED AND EXERCISED

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

CLASS CHARACTERISTICS

Legal Secretary I: This is the entry-level classification in the Legal Secretary series. Initially under close supervision, incumbents learn County procedures and perform routine legal secretarial and administrative support 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 Secretary II: This is fully qualified journey-level classification in the Legal Secretary 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 Secretary in that the latter is an advanced journey-level responsible for performing more complex work assigned. 

 Positions in the Legal Secretary 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.

EXAMPLES OF TYPICAL 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.

• Composes, formats, tracks, and prints a variety of legal documents, reports, correspondence, memoranda, requests for proposals, agreements, contracts, case files, legal pleadings, and related documents and materials.
• Edits, revises, and proofreads materials for accuracy, completeness, compliance with department and County policies, as well as for format, grammar, punctuation, and spelling.
• Supports case preparation by researching and collecting reports, statements, photos, and related case background information and contacting witnesses, victims, attorneys, and others associated with cases as necessary to gather information; routes legal documents and case files to defendants, attorneys, and courts for processing.
• 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.
• Explains, interprets, and applies federal, state, and local laws, rules, and regulations, and department, division, program, and/or County policies and procedures relevant to assigned area of responsibility. 
• Prepares and processes legal reports, forms, records, and supporting documentation related to assigned area of responsibility; verifies and reviews for completeness and conformance with established regulations and procedures. 
• Serves as the point of contact for assigned department/division/program; receives, processes, and responds to public records requests, complaints, and other requests for information; researches and organizes information; coordinates resolution to problems and issues.
• Serves as administrator for assigned department/division information systems and databases, including setting up and generating reports, updating and maintaining access rights to users and user groups, and participating in business process and system updates.
• Organizes and maintains accurate and detailed legal libraries, databases, electronic and physical files, and records; verifies accuracy of information, researches discrepancies, and records information; ensures compliance with established records retention schedules including archiving, scanning, and destructing files. 
• Researches, compiles, and summarizes data from various sources and prepares a variety of reports according to established procedures and practices.
• Performs a variety of office support duties such as ordering and maintaining office and other related supplies and screening calls, visitors, and incoming mail and email correspondence.
• Performs various budget and fiscal support work for assigned department, such as monitoring budgets, grants, and fund/account balances; processes accounts payable/receivable; generates purchase orders; assigns account codes and processes reimbursements, payment vouchers, check requests, and invoices in accordance with department and/or County policies and procedures; prepares bank deposits; assists department management and staff in preparation of annual budget documents.
• Completes special projects as assigned.
• Performs related duties as assigned.

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

Knowledge of:

• Modern legal office practices, equipment, and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
• Legal office terminology, processes, and procedures.
• Court systems, processes, and procedures.
• Processes and procedures related to criminal and civil case processing for prosecution and litigation.
• Principles and practices of legal data collection, case file management, and recordkeeping.
• Business and legal correspondence writing and the legal format for reports, contracts, agreements, correspondence, memoranda, and related documents.
• Methods of preparing and processing various legal records, reports, forms, contracts, agreements, case files, and other documents specific to assigned department.
• Operations, services, programs, policies, procedures, and processes of the department to which the position is assigned.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Business arithmetic and basic statistical techniques.
• 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 and responsible legal administrative and secretarial support work, requiring the use of independent judgment and discretion, with accuracy and speed. 
• Compose clear and concise legal reports, correspondence, case files, contracts, agreements, memoranda, and other written materials independently or from brief instructions. 
• Prepare and process various legal records, reports, forms, contracts, agreements, case files, and other documents specific to assigned department.
• Maintain confidentiality of information received.
• Research and compile case and/or department-specific information from a variety of sources.
• Understand, interpret, explain, 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.
• Make accurate mathematical and basic statistical computations.
• Establish and maintain a variety of case file management, legal recordkeeping, and tracking systems.
• Independently 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 Secretary I: Two (2) years of general secretarial or clerical/office assistant experience or experience at a level equivalent to County’s class of Legal Office Assistant II.

 Legal Secretary II: Two (2) years of increasingly responsible experience performing legal administrative or secretarial duties or experience at a level equivalent to County’s class of Legal Secretary I.

 Certifications and Licenses:

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

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.

Salary : $36,109 - $53,456