County of Alameda

Legal Secretary (#1240)

Bargaining Unit: SEIU 1021 - Clerical (010)
$37.28-$45.32 Hourly / $2,796.00-$3,399.00 BiWeekly /
$6,058.00-$7,364.50 Monthly / $72,696.00-$88,374.00 Yearly

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DESCRIPTION

Under general supervision, to independently perform a variety of legal clerical support duties for a team comprised of attorneys, investigators, social workers, paralegals and/or child support specialists in a criminal defense practice or child support department setting; to prepare legal documents, abstract information; to handle confidential/sensitive information; and to do other related work as required.

DISTINGUISHING FEATURES

This classification is specific to the Office of the Public Defender and the Alameda County Child Support Services (ACCSS),Employees perform work requiring specific knowledge of both general, and department specific, legal formats and procedures. This classification is distinguished from the classifications of Secretary I, Secretary II, and Administrative Secretary, in that Legal Secretaries perform a wide variety of high volume, moderate to difficult, legal secretarial and clerical work which includes composing, typing, processing, and organizing a variety of legal documents, correspondence, digital media, and other materials. This classification is distinguished from the lower-level countywide classification of Specialist Clerk II in that employees in the Legal Secretary classification perform moderate to difficult legal clerical duties, including legal document review, in support of attorneys, investigators, social workers, paralegals, and/or child support specialists in a legal setting. Employees in the Legal Secretary classification receive supervision and training from a department supervisor.

EXAMPLES OF DUTIES

NOTE: The following are typical duties performed by the employees in this classification. The employees may not necessarily perform all duties listed; however, may perform other related duties at an equivalent level.

Produces and transcribes a variety of legal documents which may include transcription of recorded statements and interviews. Records, uploads, and transfers digital media.
Prepares legal documents which may include briefs, orders, motions, petitions, information, subpoenas, affidavits, pleadings, requests for discovery, contracts, reports, memos, forms, editable computer files, witness and client interviews and correspondence from transcription, rough draft, oral instruction, and dictation.
Creates and edits documents, spreadsheets, presentations, and other correspondence of a general and confidential nature through oral and written instructions.
Composes routine correspondence regarding the status of a particular case or action.
Responds to inquiries made in person, in writing, and over the telephone, relaying accurate and timely information to staff, court personnel, judges, witnesses, clients, and the general public. Exercises judgment, discretion, and confidentiality in providing information requested.
Sets up, organizes and maintains attorney files, trial binders, and index for quick reference; closes court ordered dismissed cases, notifies all concerned parties and prepares for storage.
Reviews and revises legal documents for correctness and completeness; files legal documents with court clerks and obtain judge's signatures, if necessary, on court orders and pleadings in a timely manner; schedules hearing dates; sends necessary copies to persons involved.
Prepares briefs and files in the Superior Court, California Court of Appeals and California Supreme Court.
Researches applicable code sections; reviews relevant subject matter. Provides other research support as requested.
Maintains control records of activities as required, including work received, status of work in progress, work completed; prepare statistical summaries of work activity.
Operates office equipment such as computer, copier, scanner, fax machine, act as relief telephone operator. Acts as resource for, and assists attorneys, social workers and investigators in using software applications and office equipment.
Maintains and extracts appropriate data from a large database of information.
Separates and routes incoming mail; receives and charges out supplies.
Provides back-up assistance to other support staff as requested.
Assists with office duties such as ordering and organizing supplies and equipment, coordinating building services, and serving as a point of contact with other County departments and service providers.

MINIMUM QUALIFICATIONS

EITHER I

Experience:

The equivalent of two (2) years of full-time experience in the classification of Specialist Clerk II or an equivalent or higher classification, working with legal documents and supporting a team of managers in the County of Alameda classified service.

OR II

Experience:

The equivalent of three (3) years of full-time experience in the classification of Specialist Clerk I, or an equivalent or higher-level clerical classification, working with legal documents and supporting a team of managers in the County of Alameda classified service.

OR III

Experience:

The equivalent of two (2) years of full-time experience performing complex or responsible legal, clerical or administrative, support work in a legal environment.

Substitution:

The equivalent of an associate degree from an accredited college or university may be substituted for six (6) months of the required experience in either pattern I, II, or III.

The equivalent of a bachelor’s degree from an accredited college or university may be substituted for one (1) year of the required experience in either pattern I, II, or III.

Special Requirement:

Must be able to type at a minimum of 50 net words per minute from clear copy.

For positions located in DCSS:

Possession of a valid California Driver License is required.

Ability and willingness to drive/travel to, and work from, any assigned Alameda County Superior Court location on a regular and as needed basis.

A thorough pre-employment background investigation, including fingerprinting, will be conducted of all candidates who have accepted a conditional offer of employment to ensure they are suitable for child support-related work.

NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

KNOWLEDGE AND SKILLS

NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the “Examples of Duties” section of this specification.

Knowledge of:

Legal terminology, general legal forms and documents.
Business English usage, grammar, spelling, vocabulary and punctuation.
Modern and law office practices, procedures, and equipment.
Alphabetical and numerical sequences used in filing.
Proper telephone etiquette and procedures.
Functions of the Office of the Public Defender or Department of Child Support Services as applicable.
Microsoft Outlook, Word, PowerPoint, and Excel.
Applicable practice terminology, statutes, and court rules.

Ability to:

Identify and correct Basic English usage errors in documents.
Prepare legal documents from general instructions.
Organize and maintain legal files and records.
Plan and organize.
Make decisions and use good judgment.
Analyze and problem solve.
Work independently in the absence of specific instructions.
Demonstrate interpersonal sensitivity.
Communicate effectively orally and in writing.
Compose correspondence independently.

CLASS SPEC HISTORY

Old document: JGS:mad-06/88

JGS:db-Revised 8/90

RE:pf-Revised 6/95

RE:lm-Revised 2/96

1094H

New document: Jobspecs/1240

ys/11/00

CSC Date: 2/21/96

EL:jf Revision 4/5/17

CSC Date 5/10/2017

LC:ah Revised 11/30/18

CSC Date: 01/16/19

LC:kl Revised 10/03/19

CSC Date: 10/09/19

SK:saa Revised 9/23/25

CSC Date: 10/15/25

BENEFITS

The County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many employee discount, fitness and health screening programs focused on overall wellbeing. These benefits include but are not limited to*:

For your Health & Well-Being

Medical – HMO & PPO Plans
Dental – HMO & PPO Plans
Vision or Vision Reimbursement
Share the Savings
Basic Life Insurance
Supplemental Life Insurance (with optional dependent coverage for eligible employees)
Accidental Death and Dismemberment Insurance
County Allowance Credit
Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
Short-Term Disability Insurance
Long-Term Disability Insurance
Voluntary Benefits - Accident Insurance, Critical Illness, Long-Term Care, Hospital Indemnity and Legal Services
Employee Assistance Program

For your Financial Future

Retirement Plan - (Defined Benefit Pension Plan)
Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

12 paid holidays
Floating Holidays
Vacation and sick leave accrual
Vacation purchase program
Catastrophic Sick Leave
Pet Insurance
Commuter Benefits Program
Guaranteed Ride Home
Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
Employee Discount Program (e.g. theme parks, cell phone, etc.)
Child Care Resources
1st United Services Credit Union

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement. This provides a summary of the benefits offered and can be subject to change.