Legal Secretary II

County of Mendocino•Ukiah, CA

7d•Onsite

About The Position

The current vacancy is in Ukiah with the Sheriff's Office. The list developed from this recruitment will be used for a limited period to fill open and promotional, regular full-time, and part-time positions in a variety of departments, service areas, and locations throughout the County, should they occur. Pursuant to current bargaining unit agreements, employees regularly assigned to the coastal region or in Covelo are eligible to receive a 5% assignment premium. Under direct supervision at the I (entry level) and general supervision at the II (journey level), provides specialized, confidential and responsible diversified clerical and technical support in a legal office setting; maintains schedules, handles office details and relieves staff (legal or otherwise) of procedural details. Sheriff's Office - This position provides front-facing services to the public, including answering and routing calls, providing Live Scan services, processing and routing documents, and assisting visitors in the Sheriff’s Office Administration lobby. The position is also cross-trained in records duties, including records management and filing, responding to records requests, and following records retention schedules. Bilingual English/Spanish encouraged to apply. Se buscan personas bilingües en inglés y español. Para recibir una solicitud en español, llame a Recursos Humanos al 234-6600.

Requirements

Graduation from high school or G.E.D. equivalent, AND, one (1) year full-time experience comparable to a Legal Secretary I with Mendocino County; or, two (2) years of full-time experience providing legal secretarial support involving typing and preparation of legal documents, processing and filing legal documents, calendar coordination and project coordination tasks; or an equivalent combination of training and education.
Legal terminology and proper usage and spelling.
Legal documents commonly used in the area of assignment and their correct usage and formatting.
Criminal and/or civil legal processes related to area of assignment.
Applicable state, federal and local statutes, laws, rules and regulations that apply to the area of assignment.
Drafting and finalizing legal documents from tapes, handwritten notes and information, and preparing other correspondence.
Using tact, discretion, initiative and independent judgment within established guidelines.
Effectively interviewing individuals for the purpose of obtaining information.
Exercising sound judgement when organizing work, setting priorities, meeting critical deadlines, monitoring workload and following up on assignments with a minimum of direction.
Exercising independent judgment in determining and selecting the appropriate processes, alternatives, forms, and desired actions within scope of established work practices, procedures, and commonly used regulations.
Communicating to others policies, procedures, statutes, local rules, codes and regulations pertaining to assigned programs and functions.
Communicate clearly and concisely, both orally and in writing.
Understand and carry out oral and written instructions.
Thoughtfully and courteously respond to the public, other agencies and County personnel regarding information requests and/or policies and procedures for the assigned area.
Establish and maintain effective working relationships with internal staff, citizens and other departmental staff in order to give and receive information in a courteous manner.
Use tact and discretion in handling and maintaining sensitive and/or confidential material and information.
Operate and perform minor upkeep/maintenance of modern office equipment including computer equipment and software programs.
While performing the essential functions of this job, the incumbent is regularly required to: walk; sit; use hands to finger, handle, or feel objects; reach with hands and arms; speak and hear; and push, pull, move, or lift above and below the neck objects weighing up to twenty (20) pounds.

Nice To Haves

Valid Driver's License is preferred but not required.
Some positions in this classification may require possession of a valid California driver’s license or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.
Bilingual English/Spanish encouraged to apply.

Responsibilities

Participates in the efficient operation of the assigned area by performing a wide variety of legal secretarial and technical support duties in order to relieve attorneys and other staff of a variety of procedural details.
Performs general clerical tasks in support of the department.
Initiates, updates and maintains case files by creating physical and computerized files on new cases and receiving, assembling, sorting categorizing and storing subsequent, case-related materials either physically in a file or on computer database to ensure that information is current and accessible.
Prepares a variety of legal documents, including but not limited to subpoenas, warrants, petitions, briefs, motions, citations, and pleadings, by typing from transcription, audio tapes, rough draft, oral instruction, dictation or clear copy; reviews drafts for punctuation, spelling and grammar and makes corrections in order to produce final copies of professional work product.
Files documents with court offices; processes orders and documents that have been returned by the court; maintains records as required.
Mails copies to other parties as appropriate.
Prepares service packets (summons, complaints, orders, etc.) and forwards to process servers for personal service; tracks service activities and status of summons and complaints.
Reviews confidential information from a variety of sources and processes related documents; identifies and corrects deletions or errors in accordance with prescribed format; and follows up to secure additional information as needed.
Determines acceptability of information and proper action to be taken based on established oral or written instructions.
Contacts various individuals, agencies or organizations to obtain and relay information; including releases of liens, case settlements, etc.
Serves as contact/resource person for the area of assignment by screening calls, visitors and mail; responds to complaints and requests for information and assistance from the public, County staff and others by interpreting/explaining regulations, procedures, policies, systems, rules; researches and gathers information to provide accurate answers and information; refers more technical questions or issues to appropriate legal staff.
Coordinates activities in the area of assignment by maintaining calendars, scheduling attorney/client meetings or meetings between staff and other groups or organizations, arranging for necessary materials to be available at meetings and arranging business travel for management and professional staff to ensure smooth, efficient operations.
Receives and/or requests discovery and processes information by copying reports, police tapes, photos, etc., requesting further needed information and documenting all actions in order to assist attorneys in case preparation.
Researches, compiles and organizes information and data from various sources on a variety of specialized topics related to assigned area; assists in a variety of division operations; performs special projects and assignments as requested.
Logs reports from various agencies by entering information into the computer; searches for prior offenses; organizes information; forwards information to appropriate parties and follows up, as needed.
Composes and types letters, memoranda and basic reports, utilizing word processing software, from general instructions or information related to assigned responsibilities; reviews drafts for punctuation, spelling and grammar and suggests/makes corrections to drafts; arranges for, or copies, distributes and files.
Operates a variety of modern office equipment including copiers, computers and related software, word processors, tape recorders, duplicators and printers.
At the journey level, may train other staff and/or provide back up to other positions within the assigned department or unit.
Performs other related duties as assigned.