Legal Secretary II

County of Mendocino•Ukiah, CA

2d•Onsite

About The Position

The Legal Secretary II works under general supervision at the journey level to provide specialized, confidential, and responsible clerical and technical support in a legal office. The position maintains schedules, handles office details, and relieves attorneys and other staff of procedural work. The current vacancy is with the Mendocino County Sheriff's Office in Ukiah; the recruitment list may also be used for regular full-time and part-time vacancies in other County departments, service areas, and locations. Employees regularly assigned to the coastal region or Covelo may receive a 5% assignment premium under current bargaining unit agreements. In the Sheriff's Office, the role provides front-facing public services, including answering and routing calls, providing Live Scan services, processing and routing documents, and assisting visitors in the Administration lobby. The position is cross-trained in records duties, including records management and filing, responding to records requests, and following records retention schedules. Bilingual English/Spanish applicants are encouraged to apply. The role supports legal casework by preparing and filing legal documents, maintaining physical and computerized case files, coordinating calendars and meetings, handling discovery and records, communicating with the public and other agencies, and operating modern office equipment. At the journey level, the employee may train staff or provide backup to other positions within the assigned department or unit.

Requirements

High school graduation or GED equivalent.
One year of full-time experience comparable to a Legal Secretary I with Mendocino County; or two years of full-time legal secretarial experience involving typing and preparing legal documents, processing and filing legal documents, calendar coordination, and project coordination; or an equivalent combination of training and education.
Knowledge of legal terminology, proper usage, and spelling.
Knowledge of legal documents commonly used in the assigned area and their correct use and formatting.
Knowledge of criminal and/or civil legal processes related to the assigned area.
Knowledge of applicable state, federal, and local statutes, laws, rules, and regulations.
Ability to draft and finalize legal documents from tapes, handwritten notes, and other information and prepare correspondence.
Ability to use tact, discretion, initiative, and independent judgment within established guidelines.
Skill in interviewing individuals to obtain information.
Ability to organize work, set priorities, meet critical deadlines, monitor workload, and follow up on assignments with minimal direction.
Ability to select appropriate processes, alternatives, forms, and actions within established work practices, procedures, and commonly used regulations.
Ability to communicate policies, procedures, statutes, local rules, codes, and regulations related to assigned programs and functions.
Ability to communicate clearly and concisely, orally and in writing, and understand and carry out oral and written instructions.
Ability to respond courteously to the public, other agencies, and County personnel regarding information requests and policies and procedures.
Ability to establish and maintain effective working relationships with staff, citizens, and other departmental personnel.
Ability to handle sensitive and confidential material with tact and discretion.
Ability to operate and perform minor upkeep or maintenance on modern office and computer equipment and software.
A valid driver's license is preferred but not required. Some positions may require a valid California driver's license or the ability to use an alternative method of transportation for essential job functions.
While performing essential functions, regularly walk, sit, use hands to finger, handle, or feel objects, reach with hands and arms, speak and hear, and push, pull, move, or lift objects weighing up to 20 pounds above and below the neck.

Nice To Haves

Bilingual English/Spanish skills are encouraged.
A valid driver's license is preferred but not required.

Responsibilities

Perform a variety of legal secretarial, technical-support, and general clerical duties to support attorneys and other staff.
Create, update, organize, and maintain physical and computerized case files and related materials.
Prepare and proofread legal documents, including subpoenas, warrants, petitions, briefs, motions, citations, and pleadings.
File documents with court offices, process returned orders and documents, maintain required records, and mail copies to other parties.
Prepare service packets, send them to process servers, and track service activity and the status of summonses and complaints.
Review confidential information, process related documents, correct errors or omissions according to prescribed formats, and follow up for additional information as needed.
Determine whether information is acceptable and identify appropriate actions under established instructions.
Contact individuals, agencies, and organizations to obtain and relay information, including information about lien releases and case settlements.
Screen calls, visitors, and mail; respond to public and staff requests; explain applicable policies and procedures; research questions; and refer technical matters to legal staff.
Maintain calendars, schedule attorney-client and other meetings, arrange meeting materials, and coordinate business travel for management and professional staff.
Receive and process discovery, including copying reports, police tapes, and photographs; request additional information and document actions to support case preparation.
Research, compile, and organize information from various sources; assist with division operations and special projects.
Log reports from agencies, enter information into computer systems, search for prior offenses, organize and forward information, and follow up as needed.
Compose and type letters, memoranda, and basic reports; proofread or correct drafts; and arrange for copying, distribution, and filing.
Operate modern office equipment and related software, including computers, copiers, word processors, tape recorders, duplicators, and printers.
Provide front-facing Sheriff's Office services, including answering and routing calls, providing Live Scan services, processing and routing documents, and assisting lobby visitors.
Perform records duties, including records management and filing, responding to records requests, and following records retention schedules.
At the journey level, train other staff and/or provide backup to other positions in the assigned department or unit.
Perform other related duties as assigned.