County of Alameda

DESCRIPTION

Under general direction, provides the County Counsel or the Public Defender the full range of administrative legal office support services. Duties performed are of considerable variety, highly confidential, complex, and require independent judgment; requires preparing time sensitive, confidential, legal documents; and performs other assigned duties as required.

 

DISTINGUISHING FEATURES

This Administrative Legal Secretary is a specialized secretarial/administrative legal position located in the Office of the County Counsel or the Office of the Public Defender, reporting directly to the County Counsel or Public Defender. In the Office of the County Counsel, the Administrative Legal Secretary may also receive oversight and direction from a Law Office Manager in the performance of administrative activities. The incumbent will be responsible for combining the functions of secretarial and administrative support to the County Counsel or Public Defender with the responsibility of using technical expertise in the preparation and processing of legal documents and other highly-confidential material relevant to the functioning of a law office. This position will be the liaison between the County Counsel or Public Defender and entities needing to work with the County Counsel or Public Defender.

This class is distinguished from the Administrative Secretary class in that the Administrative Legal Secretary has significant number of duties directly related to the preparation and processing of complex legal documents in a legal environment in addition to providing complex secretarial support to the County Counsel or Public Defender, while the Administrative Secretary provides complex secretarial support to a County Agency Director.

 

EXAMPLES OF DUTIES

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

1. Prepares and composes from brief instructions correspondence requiring discretion and judgment in the selection of data or interpretation of laws, rules, policies, or the resolution of debatable points where mistaken judgment may entail serious consequences.

2. Prepares complex legal and management documents from rough draft, including but not limited to, ordinances, resolutions, memos, reports, contracts, and related documents; may abstract information from various files and organize into proper legal form.

3. Reviews work for accuracy, appropriateness, adequacy, format, neatness and compliance with court rules, regulations, standards and judicial procedures.

4. Maintains a complicated calendar for court matters, management meetings, Board of Supervisor interactions, board and commission meetings, community appearances, and other appointments for the County Counsel or Public Defender; independently schedules appointments, conferences and meetings; notifies interested parties of rescheduled appointments; anticipates the need of reference materials and assembles materials ; prepares reminders and briefs the County Counsel or Public Defender on the nature of appointments.

5. Relieves the County Counsel or Public Defender of certain administrative functions by following up on projects, transmitting information, keeping informed of pertinent activities; and contacts outside vendors, general public or County representatives on matters requiring independent judgment.

6. Prepares and processes a variety of contracts for services; monitors contract services compliance with contract terms; and may assist in the administration of the departmental budget.

7. Handles and maintains confidential information which has not yet been made public and normally available only to the County Counsel or Public Defender and his/her top level staff; records actions to be taken on sensitive matters, based on a thorough knowledge of the departmental or court policies; takes responsibility for releasing information to authorized parties, attorneys, and the press.

8. Receives and screens calls and visitors for the department head; provides information and resolves complaints which frequently require the use of judgment and detailed explanation of laws, policies, or procedures, referring only matters requiring policy decisions to superiors.

9. Compiles a variety of narrative and statistical reports, including attorney time and performance reports, locating sources of information, devising forms to secure data, and determining proper format for finished reports; may maintain cost records, prepare departmental budgets, and assist in maintaining financial controls throughout the year including managing accounts receivables and payables.

10. Sorts, screens, prioritizes and routes mail, attaching pertinent correspondence and other relevant data for reference; determines in what priority material should be referred to the County Counsel or Public Defender's attention.

11. Organizes and maintains various administrative, reference, legal, and follow-up files; may develop and maintain records management program for the department.

11. Develops and maintains work flow and other procedures and revises procedures manuals.

MINIMUM QUALIFICATIONS

Either I

The equivalent of one year of full-time experience in the class of Civil Legal Secretary in the Alameda Office of the County Counsel.

Or II

Experience:

The equivalent of three years of full-time increasingly responsible clerical experience providing office and administrative support in a public or private agency law office. (Possession of a Bachelor’s Degree from an accredited college or university may substitute for two years of the required experience.)


Special Requirements:

Must be able to type into a word processor at a minimum of 40 words per minute from clear copy.

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, court rules, and statutes
• Format for standard professional business communications, general legal forms and documents.
• Business English usage, grammar, spelling, vocabulary and punctuation.
• Filing, indexing, and cross-referencing methods.
• Proper telephone etiquette and procedures.
• Law office practice, work procedure and equipment practices.
• Word processing/computer applications and techniques, efficiency in PowerPoint, Word and Excel.
• State and federal court filing and calendar procedures.
• Principles of managing and coordinating secretarial aspects of a large or complex program.



Ability to:

• Apply specialized knowledge of complex legal procedures.
• Abstract pertinent information from files to prepare legal documents and other complex, sensitive communications.
• Analyze and problem solve.
• Work independently in the absence of specific instructions exercising good judgment.
• Communicate effectively orally and in writing.
• Deal tactfully with members of the public, co-workers and clients under stressful situations.
• Prepare clear and comprehensive reports; draft, compose and edit correspondence from brief oral or written instructions, using word processing applications; type with speed and accuracy at not less than 40 words per minute.
• Organize and maintain legal, personnel and other files.
• Identify and correct errors in English usage, grammar, and mathematical calculations in a variety of documents.
• Organize and prioritize work load; complete work competently under time deadlines.
• Interpret and apply laws, rules, and written directions to specific situations.
• Assist in devising and keeping office records of a confidential nature; maintain confidentiality.
• Evaluate demands on the County Counsel or Public Defender’s time; arrange his/her schedule accordingly.
• Work with officials and the general public in routine, emergency, and emotional situations.
• Take responsibility and use good judgment in recognizing scope of authority and prioritizing work.

CLASS SPEC HISTORY

JG:ah New Spec 1/5/2018
CSC Date: 1/17/2018

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)
• 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, 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
• Management Paid Leave**
• 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
• 1^st 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.

** Non-exempt management employees are entitled to up to three days of management paid leave. Exempt management employees are entitled to up to seven days of management paid leave.