Job Description
Salary : $71,722.56 - $86,627.84 Annually
Location : San Jose Metropolitan Area, CA
Job Type: Full-Time
Job Number: 24-D70-A
Department: County Counsel
Opening Date: 06/27/2024
Closing Date: 7/29/2024 11:59 PM Pacific
Bargaining Unit: 02
Description Under general supervision, performs a variety of legal secretarial and clerical duties of considerable difficulty, prepares legal documents, abstracts information and performs a variety of other duties in support of County Attorneys.
The County of Santa Clara Office of the County Counsel is one of the premier public sector law offices in the country and offers an interesting, varied, and dynamic practice with a learning culture that values diversity, equity, and inclusion. The Office is recruiting to fill several Legal Secretary positions and we encourage candidates who are interested in driving change and supporting public servants in a collaborative and challenging environment to apply. For more information, please explore our website to view answers to Frequently Asked Questions about our Office and testimonials from existing staff at Our Office is the general counsel for the County of Santa Clara, including the Board of Supervisors and all County departments and agencies. Our attorneys and legal professionals work in a wide array of civil practice areas, including: adult and elder protection; child and family protection; civil rights, torts, and employment litigation; community protection; education; environment and land use; finance, government operations, and technology; health and hospitals; human services; jail reform and custody operations; labor and employment; public safety and justice; social justice and impact litigation; and workers compensation. Legal Secretaries work as partners with attorneys and other legal professionals on various types of civil and quasi-civil matters that are interesting, challenging, and rewarding. Legal Secretaries may work in one or more of the Office's legal practice areas and exact secretarial assignments will vary by practice area. As examples, Legal Secretaries assist attorneys in preparing for hearings in Federal and State court, as well as other Federal and State administrative agencies; prepare legal correspondence, memoranda, and pleadings; file, research, and track legal papers with Federal, State, and appellate courts; abstract information from files; manage attorneys' calendars and files; keep attorneys aware of scheduled events and approaching deadlines; and communicate by phone and email with clients , maintaining a high degree of confidentiality and professionalism at all times. The Legal Secretary I position requires a solid background of clerical experience, some of which should be in a legal office. We seek public service minded candidates who are interested in supporting quality and equitable service for community members and are knowledgeable with the Microsoft Office Suite and in formatting documents; have excellent written and oral communication abilities; strong grammar, punctuation, and proofreading skills; as well as proficiency with interpersonal, customer service, and organizational skills. The capability to work collaboratively with colleagues to support several attorneys and to interact professionally are valued. An eagerness to take on interesting challenges with a commitment to public service in a fast-paced, professional environment are all qualities for success in this job. All County Counsel team members must maintain strict adherence to the confidentiality of the attorney-client privilege and attorney work product. Applicants may also be considered for Legal Secretary I positions that are designated as Confidential and receive five percent (5%) premium pay. Positions which are designated Confidential support the County Counsel's Labor and Employment Team, whose attorneys are involved in contract negotiations with various employee bargaining units, personnel and union grievances, employee discipline, arbitrations, and other personnel matters involving union members. Confidential Employees are not represented by SEIU Local 521 but are afforded the same benefits as SEIU members. COVID-19 Risk Level: Low Typical Tasks - Prepares legal correspondence, opinions, resolutions, ordinances, leases, contracts, orders, motions, complaints, warrants, subpoenas, commitments, indictment decisions, summons, demurrers, judgments, affidavits, trial briefs, appeals, writs, jury instructions, dismissals, reports and other legal documents;
- Abstracts information from files and puts general information into proper legal form;
- Files legal papers with proper court;
- Maintains files of legal correspondence;
- Performs calendaring functions;
- Reads reports describing legislation affecting legal procedures;
- Compares references with law library or other sources to check accuracy of citations;
- Maintains law books;
- Screens office and telephone callers, referring those who may be better served elsewhere; personally assists callers when possible;
- Exercises considerable judgment and discretion in dealing with confidential matters;
- May perform general office and legal clerical functions;
- May be assigned to assist new attorneys to become familiar with office procedures, various court rules and legal forms;
- Composes routine legal correspondence;
- May perform transcription;
- May be assigned as a Disaster Service Worker, as required;
- Performs other related duties as required.
Employment Standards Demonstrated education, training, and a period of legal clerical experience to acquire the following knowledge and abilities:
Training and Experience Note: The knowledge and abilities to perform this function are obtained through two (2) years of clerical experience, one (1) year of which must include working in a law office, or within a Justice System function, performing complex or responsible legal clerical work such as, preparing complaints, petitions, calendars and conducting civil and/or criminal discovery while working directly with and interfacing with attorneys in the performance of duties.
Demonstrated completion of twenty (20) semester units or thirty (30) quarter college units may substitute for one (1) year of the non-legal clerical experience.
OR
One (1) year of experience as a Legal Secretary Trainee in the County of Santa Clara.
Knowledge of: - Law office work, procedures, and terminology;
- General office practices, procedures, and machines;
- Court filing and calendar procedures;
- Various court rules and procedures;
- Standard legal forms and documents and formats;
- Law library arrangement and other legal references;
- Customer service principles;
- English vocabulary, grammar, spelling and style/format;
- Common office computer applications.
Ability to: - Prepare legal documents and reports from general instructions using appropriate computer applications;
- Work under pressure and meet strict deadlines;
- Abstract pertinent information from files to prepare legal documents;
- Correct spelling, punctuation, and English grammar on draft copy;
- Work independently in the absence of specific instructions;
- Interpret and apply specific laws and ordinances;
- Obtain information through interviewing;
- Deal tactfully with members of the public and other government entities under stressful conditions.
**Departments may selectively recruit for typing speed up to 50 Net WPM, depending on departmental need.
The County offers comprehensive first-class medical, dental, and vision benefits plans for County employees and their dependents, including plans with no deductibles, no co-pays, no co-insurance, and no prescription drug co-pays.
Learn more The County also offers generous paid time off with significant vacation, sick time, and 13 paid County holidays annually! Details are included in the with the bargaining unit applicable to the job classification.
In addition to the amazing perks above, the County also offers the additional benefits below.
Retirement Benefits The County offers robust retirement plans including a (similar to the private sector's 401(k) plan) and the In addition to lifetime retirement income available through the CalPERS pension plan, the 457(b) Deferred Compensation plan provides a great way to save for retirement and supplement the defined benefit pension available to employees. These plans help our employees build a plan for their future and contribute to their family's long-term financial well-being.
Health Flexible Spending Account The empowers employees to manage healthcare expenses efficiently with tax-free contributions (up to $3,200 for the 2024 calendar year). Secure tax-free solutions for your healthcare expenses and enjoy the flexibility to manage your healthcare finances effectively with the HFSA.
Dependent Care Assistance Program (DCAP) The enables employees to utilize tax-free funds for dependent care services, facilitating a convenient and cost-effective approach for managing your dependent care expenses. The County also offers the , an employer-funded DCAP, for employees with annual income under $120,000.
Life and AD&D The County offers life and disability benefits including , Insurance, These benefits ensure financial security and income support when you and your family need it most.
Employee Assistance Program (EAP) The County prioritizes employee mental health and well-being and offers a top-tier through Concern providing confidential counseling sessions covering stress, anxiety, relationships, grief, as well as financial/legal services, personal coaching, child and elder care referrals, and comprehensive crisis support.
Employee Wellness The offers free wellness programing, fitness classes and resources; including Elevate My Wellness an all-in-one platform designed to elevate your well-being journey.
Education Reimbursement A generous program is available, including Education Reimbursement for employees seeking additional training and professional development.
NOTE : Benefit and Retirement information may vary from bargaining unit to bargaining unit. Due to changes in State Law, current pension provisions described in the union contracts are not automatically applied. Specific pension benefits for new hires who start on or after January 1, 2013 may be different than indicated in the union contracts.
Click here to access all Memoranda of Understanding and most recent Summary of Changes.
01
Please answer the following questions. Completion of the following supplemental questions is REQUIRED for your application and is an integral part of the evaluation process. Initially, it will be used to evaluate against the employment standards. For those applicants meeting the employment standards, this information will be critical in the subsequent competitive assessment to identify those candidates to be invited to continue in the examination process. Your responses to the questions may also be reviewed and scored in a Competitive Rating evaluation process based on pre-determined rating criteria. Your answers should be as complete as possible, as no additional information will be accepted from applicants once the Competitive Rating evaluation has begun. Please include the name of employer, job title, dates of employment and number of hours worked per week for questions asking about your experience. A response of "see resume" or "see application" will deem your application incomplete. Vague, incomplete or non-responsive answers could result in no or low scores in a competitive rating process. Do you understand this requirement?
02
How did you find out about this job?
- Contacted by County Recruiter
- Contacted by a Recruitment Firm
- County Employee Referral
- County of Santa Clara Career Website
- County of Santa Clara Job Interests Email Notification
- Facebook
- Instagram
- LinkedIn
- Indeed
- Virtual Job Fair
- In Person Job Fair
- In-Person Networking Professional Event
- Virtual Networking Event
- Community Event
- Glassdoor
- Governmentjobs.com
- Professional Association
- Search Engine (Google, Bing, online search, etc.)
- Hospital Website: SCVMC, O'Connor Hospital, St. Louise Regional Hospital Website
- Handshake
- Student Career Center
- County Text Message
- County Career Newsletter
- Other (Specify in the next question)
03
If you selected an event/fair or other in the question above. Please specify. If not, type n/a.
04
What is the highest level of education you have completed?
- None
- High School or GED equivalent
- College (1 to 29 semester units / 1 to 44 quarter units)
- College (30 to 59 semester units / 45 to 89 quarter units)
- College (60 to 89 semester units / 90 to 134 quarter units)
- College (90 to 119 semester units / 135 to 179 quarter units)
- College (120 or more semester units / 180 or more quarter units)
- Associate's Degree
- Bachelor's Degree
- Master's Degree
- Doctoral Degree
05
How many years of clerical work experience do you possess?
- None
- Less than one year
- One to less than two years
- Two to less than three years
- Three to less than four years
- Four to less than five years
- Five years or more
06
Describe your knowledge, skills, abilities, and experience performing clerical duties. Please include your job title(s), name of employer(s), number of hours worked per week, start/end date(s) of employment, and your typical responsibilities. If none, indicate "N/A.
07
How many years of work experience do you possess performing complex or responsible legal clerical work, such as preparing and formatting pleadings, calendaring court deadlines, etc. while working directly with and interfacing with attorneys in the performance of duties.
- None
- Less than one year
- One to less than two years
- Two to less than three years
- Three to less than four years
- Four to less than five years
- Five years or more
08
Describe your experience working in a law office performing complex or responsible legal clerical work, such as formatting and filing pleadings, calendaring court deadlines, etc., while working directly with and interfacing with attorneys in the performance of duties. Please include your job title(s), name of employer(s), number of hours worked per week, start/end date(s) of employment, and your typical responsibilities. If none, indicate "N/A.
09
Indicate the legal practice area(s) in which you have at least three months of work experience in. (Check all that apply).
- Appellate briefs and related work
- Civil Affirmative litigation (filing of complaints, petitions, etc.)
- Civil Defense litigation (filing of answers, etc.)
- Collections
- Contracts
- Criminal litigation
- Employment Law (hiring, terminations, performance issues, etc.)
- Health and Hospitals
- Justice Systems (criminal matters and/or the courts)
- Juvenile Dependency
- Labor Relations (contract negotiation, grievances, arbitrations, etc.)
- Lanterman-Petris-Short Act (LPS - Mental Health Conservatorships)
- Medical malpractice
- Planning and Land Use
- Probate
- Public Entity Administration (county, city, state, federal, etc.)
- Public Safety (law enforcement, corrections, probation, etc.)
- Real Estate (lease, purchase, sale, etc.)
- Workers' Compensation
- Other
- None of the Above
10
If you checked "Other" in Question 9, please define the field of law in which you have experience. Please include your job title(s), name of employer(s), number of hours worked per week, start/end date(s) of employment, and your typical responsibilities.
11
Describe your work experience for each of the legal practice area(s) that you selected in Question 9. Please include your job title(s), name of employer(s), number of hours worked per week, start/end date(s) of employment, and your typical responsibilities. If you do not have experience as a legal administrative assistant/secretary working in any of the above legal practice areas, please answer, "No Experience".
12
Please indicate which of the following legal secretarial task(s) which you are proficient fulfilling. Indicate ONLY those tasks in which you are proficient. The use of "proficient" in this question means frequent (weekly) completion of a task with minimum direction from the attorney or supervisor, indicating a basic to advanced skill level. (Check all that apply)
- Create, prepare and store documents in an electronic case management system
- E-file documents in Appellate courts
- E-file documents in Federal courts
- E-file documents in State courts
- Finalize and serve discovery-related documents/pleadings
- Finalize for filing and service complex briefs, motions, and pleadings in Appellate Courts
- Finalize for filing and service complex briefs, motions, and pleadings in Federal Courts
- Finalize for filing and service complex briefs, motions, and pleadings in State Courts
- Finalize for filing and service complex briefs, motions, and pleadings in the State orFederal Supreme Court
- Format tables and/or spreadsheets in Microsoft Excel documents
- Organize and maintain multiple volume paper or electronic files
- Prepare and format pleadings from unformatted documents
- Prepare tables of contents and tables of authorities
- Research and/or apply court rules and procedures
- Scan and/or import electronic media (documents, photos, audio, and video) into an electronic case management system and/or electronic content or document management system
- Schedule and calendar court deadlines and/or invite meeting participants through Microsoft Outlook
- Use of advanced scanner functions such as physical and electronic bates stamp imprinter, color settings resolution settings, brightness and color contrast settings
- None of the above
13
Please describe your work experience completing the above legal clerical tasks by providing a specific example of your proficiency in the identified tasks. Include your job title(s), name of employer(s), number of hours worked per week, and start/end date(s) of employment. If none, indicate N/A.
14
Please indicate which of the following software programs you are proficient using. Indicate ONLY those programs in which you are proficient. The use of "proficient" in this question means frequent (weekly) use of the specific software program accompanied by the ability to create, manipulate, merge, build, formulate, design, etc. within the program(s) itself, indicating an advanced level of skill. (Check all that apply)
- Microsoft Word
- Microsoft Outlook
- Microsoft Excel
- Microsoft Access
- Microsoft PowerPoint
- Microsoft SharePoint
- Prolaw (electronic case management system) or equivalent Electronic Content or Document Management System (ECMS/EDMS)
- Adobe Acrobat Pro
- Judicial Council Forms (Forms Workflow or equivalent)
- Westlaw
- Lexis-Nexis
- Westlaw Drafting Assistant or equivalent
- Trial Director or equivalent
- Trial Pad or equivalent
- X-Medius, Right Fax, or equivalent
- None of the above
15
Please describe your experience using each computer software program (s) you selected in question 14. Include your job title(s), name of employer(s), number of hours worked per week, and start/end date(s) of employment. If none, indicate N/A.
Required Question
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