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Civil Legal Secretary Senior

Recruitment #2017-11770-01

Salary:$25.65 - $31.18/hour; $4,445.67 - $5,403.79/month
Department:County Counsel
Job Type: Promotional and/or Interdepartment Transfer
Date Opened:3/17/2017 8:00:00 AM
Filing Deadline:3/31/2017 5:00:00 PM
Employment Type: Permanent/Full Time (40 hrs/week)
Work Location: Auburn Area (Applegate, Auburn, Colfax, Foresthill, Meadow Vista, Penryn)
HR Analyst: Lori Janssen

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POSITION INFORMATION

Only current, permanent Placer County employees may apply for this promotional recruitment

DEFINITION

To perform the more difficult, complex and/or sensitive work related to the performance of  highly responsible and specialized secretarial, technical and administrative legal support duties related to litigation and transactional law, including drafting, formatting and filing a variety of legal documents in support of the County Counsel’s Office.

DISTINGUISHING CHARACTERISTICS

This is the advanced journey level class in the Civil Legal Secretary series.  Positions at this level are distinguished from other classes within the series by the level of responsibility assumed, complexity and sensitivity of duties assigned, independence of action taken, by the amount of time spent performing the duties and by the nature of the public contact made.  Employees perform the most difficult and responsible types of duties assigned to classes within the series which may include providing technical and/or functional supervision to staff.  Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.

SUPERVISION RECEIVED AND EXERCISED

Receives direction from assigned professional or management staff.

Exercises technical and/or functional supervision over assigned staff.

EXAMPLES OF ESSENTIAL DUTIES

  • Provide direction, training and oversight to staff on policies, procedures, methods and format; serve as technical expert receiving and responding to staff questions.
  • Draft, format, proofread and finalize the more sensitive legal documents in support of assigned attorneys including, but not limited to, pleadings, briefs, writs, appellate briefs, motions, orders, civil discovery requests and responses, administrative records, warrants, judgments, agenda items and background materials, ordinances, resolutions, contracts, leases, and other civil litigation and legal transactional documents.
  • Participate in the revision, development and implementation of new office procedures.
  • Assist attorneys with trial and hearing preparation; format and prepare exhibits list, witness list, and jury instructions; may support attorneys in court and administrative proceedings, as assigned.
  • Perform a variety of duties in support of document management including receiving, scanning, organizing, filing, and destroying documents in paper and electronic files.
  • Perform routine and technical legal research, compile materials and prepare reports and documents.
  • Interpret, analyze, and determine compliance or acceptance of information and materials.
  • Establish and maintain systems related to assigned technical areas of responsibility; monitor area activities and report progress as required.
  • Review contracts and routine legal documents prepared by County departments for accuracy and completeness.
  • Draft, prepare and track civil subpoenas; research and locate contact information of involved parties; provide instructions for deposition officer and coordinate production of documents.
  • Arrange for the presence of witnesses and make deposition arrangements including coordinating with court reporter.
  • Receive and input Public Records Act requests and track timelines associated with such; assist in preparing responses; overseeing production of request.
  • Receive, input and track Board of Supervisor agenda items.
  • Recommend and assist in the implementation of goals and objectives; establish schedules and methods for office operations; implement office policies and procedures.
  • Monitor and control expenditures and process invoices; track a variety of operational statistics.
  • Perform a variety of responsible administrative support activities on behalf of attorneys and management including, but not limited to, scheduling and maintaining calendar of appointments, court hearings, and depositions on behalf of attorneys; making meeting arrangements; monitoring and following-up on due dates.
  • Serve as first point of contact at front desk, receiving, logging and distributing files, documents and Public Records Requests, answering phones, receiving, opening and processing incoming mail and greeting visitors.
  • Respond to complex inquiries and requests for information from the public and County staff.
  • Perform electronic and traditional filing in varied state and federal courts and administrative agencies.
  • Independently respond to letters and general correspondence of a routine nature.
  • Operate standard law office equipment including multi-line telephone, high volume printer, scanner, word processing and other document preparation applications; legal practice and case management software, other standalone computer software programs as related to assigned area.
  • Provide responsible technical assistance and training in areas of expertise to office co-workers and other County employees.
  • Organize evidence and documents for effective analysis and presentation by attorney.
  • Review and summarize deposition transcripts and other discovery responses.
  • Transcribe audio and video recordings
  • Build and maintain positive working relationships with co-workers, other County employees and the public using principles of good customer service.
  • Perform related duties as assigned.

MINIMUM QUALIFICATIONS

It is the applicant's responsibility to identify in their application materials how they meet the Minimum Qualifications listed below.

Experience:  Two years of experience performing secretarial and technical legal support duties equivalent to a Civil Legal Secretary II in Placer County.

Training: Equivalent to the completion of the twelfth grade preferably supplemented by course work in business, paralegal studies or a closely related field.

License or Certificate:

May need to possess a valid driver's license as required by the position.  Proof of adequate vehicle insurance and medical clearance may also be required. 

 

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

  • Principles and practices of legal secretarial and legal support including drafting, proofreading and filing a variety of legal documents, including electronic filing in all courts and administrative agencies.   
  • Principles and practices of routine legal research.
  • State, Federal and Appellate court rules and procedures, Administrative Agency regulations and procedures.
  • Computer software, including word processing, data base and spreadsheet applications.
  • English usage, spelling, punctuation and grammar; and arithmetic, basic mathematical calculations and statistics and statistical methods.
  • Modern office procedures, methods and computer equipment.
  • Principles and practices of report writing.
  • Business letter writing.
  • Forms of agreements, leases, ordinances, resolutions, public record act responses, and administrative records.

Ability to:

  • Serve as technical and /or functional lead, providing training and oversight to staff on an ongoing basis or related to specific policies and procedures.
  • On a continuous basis, sit at desk and/or stand at counter for long periods of time.  Intermittently twist and reach office equipment; write and use keyboard to communicate through written means; perform simple grasping and fine manipulation; lift light weight.
  • Intermittently review documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff.
  • Perform independent legal research in carrying out technical administrative and legal support duties.
  • Collect, compile, analyze and present a variety of data in a meaningful way.
  • Understand and interpret complex policies, procedures and regulations.
  • Compile and maintain complex and extensive records and prepare reports.
  • Analyze situations quickly and objectively to determine proper course of action.
  • Develop and recommend policies and procedures related to assigned office operations.
  • Work with accuracy and thoroughness under stress.
  • Use a personal computer and office equipment necessary for successful job performance.
  • Type at a speed necessary for successful job performance.
  • Communicate clearly and concisely, both orally and in writing.
  • Establish and maintain effective working relationships with those contacted in the course of work.
  • Work with various cultural and ethnic groups in a tactful and effective manner.
  • Preserve confidentiality of sensitive material routinely encountered as part of work assignments.

SELECTION PROCEDURE

Training & Experience Rating (100%)

Based upon responses to the supplemental questionnaire, the applicant’s education, training and experience will be evaluated using a pre-determined formula.  Scores from this evaluation will determine applicant ranking and placement on the eligible list.

All applicants who meet minimum qualifications will be required to respond to an online Conviction History Questionnaire, which will be sent as a link on their notification that minimum qualifications have been met.  Failure to respond to this questionnaire within (3) three calendar days of the minimum qualification notification will result in disqualification from the examination.

SUBSTITUTE LISTS

The eligible list(s) resulting from this recruitment may be certified as a substitute list for a substantially similar classification.  For this purpose, a substantially similar classification is one at a lower level in the same classification (example: entry level vs. journey) and/or a similar classification (similar work performed, similar training and experience qualifications required). If you are contacted for an interview by a County department, you will be informed of the classification and other relevant information. If you choose not to interview for a substantially similar classification, you will remain on the eligible list for which you originally applied.

EQUAL OPPORTUNITY EMPLOYER

Thank you for your interest in employment with Placer County. Placer County is an equal opportunity employer and is committed to an active nondiscrimination program. It is the stated policy of Placer County that harassment and retaliation is prohibited and that all employees and applicants shall receive equal consideration and treatment. All recruitment, hiring, transfer and promotion will be based on the qualifications of the individual for the positions being filled regardless of sex, sexual orientation, race, color, ancestry, religious creed, national origin, physical disability (Including HIV and AIDS), mental disability, medical condition (cancer or genetic characteristics/information), age (40 or over), marital status, pregnancy, childbirth and related medical conditions, or any other classification protected by federal, state or local laws or ordinance. Please contact the Human Resources Department at least 5 working days before a scheduled examination if you require accommodation in the examination process. Medical disability verification may be required prior to accommodation.

BENEFITS

The following information represents benefits currently available to permanent Placer County employees and may be subject to change.  It is advisable that applicants inquire as to the most current benefit package during hiring interviews or by contacting the Human Resources Department.

Click here to view benefits for Confidential bargaining unit

 

SELECTION PLAN

4/4/17      Minimum Qualification Screening (tentative)

4/10/17    Training and Experience Rating (tentative)

4/12/17    Establish Eligible List (tentative)