County of Alameda

Legal Secretary (#1240)

Bargaining Unit: SEIU 1021 - Clerical (010)
$32.21-$39.15 Hourly / $2,415.75-$2,936.25 BiWeekly /
$5,234.13-$6,361.88 Monthly / $62,809.50-$76,342.50 Yearly


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

 

Positions in this classification are located in the Office of the Public Defender and in the Department of Child Support Services (DCSS), and perform work requiring specific knowledge of both general, and department specific, legal formats and procedures.  This classification is distinguished from the classification of Secretary I, Secretary II and Administrative Secretary in that the incumbents 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 class is distinguished from the lower-level countywide class of Specialist Clerk II in that incumbents 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.  Incumbents receive supervision and training from a department supervisor.


EXAMPLES OF DUTIES
NOTE:  The following are duties performed by employees in this classification.  However, employees may perform other related duties at an equivalent level.  Each individual in the classification does not necessarily perform all duties listed.


1.  Produce and transcribe a variety of legal documents which may include transcription of recorded statements and interviews.  Record, upload and transfer digital media.

2.  Prepare 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.

3.  Create and edit documents, spreadsheets, presentations, and other correspondence of a general and confidential nature through oral and written instructions. 

4.  Compose routine correspondence regarding the status of a particular case or action. 

5.  Respond to inquires 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.  Exercise judgement, discretion, and confidentiality in providing information requested.

6.  Set up, organize and maintain attorney files, trial binders, and index for quick reference; close court ordered dismissed cases, notify all concerned parties and prepare for storage. 

7.  Review and revise legal documents for correctness and completeness; file legal documents with court clerks and obtain judge's signature, if necessary, on court orders and pleadings in a timely manner; schedule hearing dates; send necessary copies to persons involved.

8.  Prepare briefs and file in the Superior Court, California Court of Appeals and California Supreme Court.

9.  Research applicable code sections; review relevant subject matter.  Provide other research support as requested. 

10. Maintain control records of activities as required, including work received, status of work in progress, work completed; prepare statistical summaries of work activity.

11. Operate office equipment such as computer, copier, scanner, fax machine; act as relief telephone operator.  Act as resource for, and assist attorneys, social workers and investigators in using software applications and office equipment.

12. Maintain and extract appropriate data from a large database of information.

13. Separate and route incoming mail; receive and charge out supplies.

14. Provide back-up assistance to other support staff as requested.

15. Assist 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 years of full-time experience in the class of Specialist Clerk II or an equivalent or higher classification, working with legal documents and supporting a team of managers in the Alameda County classified service.

 

OR II

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

 

OR III

The equivalent of two 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 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 year of the required experience in either pattern I, II, or III.

 

Special Requirement:

Must be able to type at a minimum of 60 net words per minute from clear copy.

 

For positions located in DCSS:

Possession of a valid California Driver's License is required.

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


KNOWLEDGE AND SKILLS
NOTE:  The level and scope of the following knowledge and abilities are related to duties listed under the "Example 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 judgement.
  • 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 08/90
RE:pf-Revised 06/95
RE:lm-Revised 02/96
1094H
New document: Jobspecs/1240
ys/11/00
CSC Date: 02/21/96
EL:jf Revision 04/05/17
CSC Date 05/10/17
LC:ah Revised 11/30/18
CSC Date: 01/16/19
LC:kl Revised 10/03/19
CSC: 10/09/19

BENEFITS

Alameda 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 different employee discount, fitness and health screening programs focused on overall well being.  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) 
  • 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, 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

  • 11 paid holidays
  • Floating Holidays
  • Vacation and sick leave accrual
  • Vacation purchase program
  • Catastrophic Sick Leave
  • Group Auto/Home Insurance
  • 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 brief summary of the benefits offered and can be subject to change.