Los Angeles Community College District

Performs a variety of specialized, complex, and confidential administrative support duties for the General Counsel and manages the clerical operations of the office.

Performs complex, diverse administrative support duties to relieve the General Counsel of routine administrative details and manages the clerical operations of the office.

Plans, assigns, and supervises the work of assigned staff.

Ensures efficient clerical procedures and records management and makes recommendations on improvements.

Utilizes case and matter management software to support the day-to-day operational needs of the General Counsel.

Prepares a variety of legal correspondence and legal documents, including pleadings, subpoenas, motions, continuances, stipulations, resolutions, contracts, interrogatories, legal opinions, and briefs utilizing a variety of software applications.

Answers inquiries and explains office policies, rules, and procedures to administrators, the general public, staff, and representatives from other public agencies.

Proofreads and edits correspondence, reports, and other related materials for accuracy, completeness, and compliance with established procedures and standards.

Processes a variety of civil actions in conformance with court procedures.

Reviews and processes vendor invoices, including but not limited to fees and costs of outside counsel.

Indexes, files, locates, and researches correspondence, legal opinions, court decisions, and other related documents using computerized and manual filing systems.

Assists in the preparation of agenda, bulletins, reports, correspondence, and other materials.

Researches and summarizes data for reports or meetings.

Compiles and assembles various legal materials from files and other sources for the General Counsel's use.

Trains assigned staff in office procedures and evaluates and advises them on work performance.

Screens mail, telephone calls, and visitors to determine the nature and urgency of business and exercises judgment in referring them to the General Counsel or appropriate staff.

Maintains a calendar of office activities, court dates, meetings, and other events.

Prepares necessary travel and reimbursement documents for staff.

Assists in the preparation and monitoring of the office budget.

Performs related duties as assigned.

An Executive Legal Assistant manages the clerical operations of the office and provides confidential and complex administrative support to the General Counsel requiring knowledge of specialized practices, procedures, and terminology related to a law office. Considerable latitude for independent action in carrying out administrative detail is an essential characteristic of this class. Contact with high-level representatives of the District and the public is routine.

A Legal Secretary performs secretarial and clerical duties which require a knowledge of specialized practices, procedures, and terminology related to the operation of a law office.

General supervision is received from the General Counsel. Immediate supervision is exercised over assigned clerical staff.

Knowledge of:

Principles and practices of law office management

Office methods, procedures, and equipment

Legal procedures and terminology

Forms and documents used in legal clerical work

Legal procedures and practices involved in composing, processing, and filing a variety of legal documents

Standard legal references and their contents

Proper English usage, spelling, grammar, and punctuation

Computer software such as word processing, spreadsheet, database management, and desktop publishing

Capabilities of computer hardware, systems, and applications common to a law office environment

Basic research methods

Fundamentals of budgetary process and procedures

Principles and procedures of record storage, control, retrieval, and management

Principles of supervision and training

Customer service techniques for public contact in person, on the telephone, and in written communications

Skill in:

Using computer and other standard office equipment

Interpersonal contacts and communications

Ability to:

Provide administrative assistance to an executive

Efficiently organize and prioritize work assignments related to the clerical operations of a law office

Perform complex legal clerical work

Communicate effectively, orally and in writing

Compose, edit, and format complex correspondence and reports

Effectively utilize computer software typically found in a law office environment

Understand, interpret, and apply pertinent laws, rules, policies, procedures, and directions

Train, supervise, and evaluate subordinate staff

Keep office matters strictly confidential

Critically review source data and detect and correct errors

Work independently while using sound judgment, initiative, and discretion

Work effectively under pressure

Evaluate work methods and efficiency

Understand the organization and operational objectives of the Los Angeles Community College District

Establish and adjust to changing priorities

Meet schedules and time lines

Establish and maintain cooperative and effective working relationships with administrators, staff, and the public

Maintain and use legal opinion, subject files, and a library of legal publications

Learn specialized software applications and systems used in assigned office

Education and Experience:

A. An associate degree, or its equivalent from a recognized college or university preferably with a major in legal secretarial science, business administration, computer applications and office technology (CAOT), or a related field AND three years of full-time, paid experience performing a variety of legal administrative assistance or legal secretarial duties.

OR

B. Graduation from high school or its equivalent AND possession of a Legal Administrative Assistant Certificate or its equivalent AND four years of full-time, paid experience performing a variety of legal administrative assistance or legal secretarial duties.

OR

C. Graduation from high school or its equivalent AND five years of full-time, paid experience performing a variety of legal administrative assistance or legal secretarial duties.

Our class specification generally describes the duties, responsibilities, and requirements characteristic of the position(s) within this job class. The duties, responsibilities, and requirements of a particular position within this class may vary from the duties of other positions within the class.

In accordance with the Americans with Disabilities Act (ADA), the Los Angeles Community College District provides reasonable accommodation to qualified individuals with covered disabilities on a case-by-case basis throughout the application, examination, and hiring processes and throughout employment. If an individual is in doubt about their ability to perform the duties and responsibilities of a position or possession of any other requirement noted in a class specification or job announcement, they should always apply for a position and request reasonable accommodation at the appropriate time.