Legal Secretary Trainee - County Counsel
Job description
Under immediate supervision, initially in a training capacity, performs or assists in the performance of a variety of legal secretarial duties of moderate difficulty and learns the legal terminology, legal procedures and specialized tasks to support County Attorneys.
The Legal Secretary Trainee will work with attorneys, paralegals, and other legal assistants in the Office of the County Counsel to provide administrative support in civil legal proceedings.
The position requires a solid background of clerical experience. Incumbents will receive training in legal procedures and develop the knowledge, skills, and abilities necessary to perform legal administrative and support duties. The abilities to listen and follow instructions are essential. We seek someone who is knowledgeable with the Microsoft Office Suite and has the ability to learn specialized legal case management software. Successful candidates must demonstrate excellent written and oral communication abilities evidenced by strong grammar and punctuation, and effective writing and proofreading skills. The capability to work collaboratively with your colleagues to support several attorneys and to interact professionally with clients as shown through your interpersonal, customer service, and organizational skills are necessary characteristics. An eagerness to take on interesting challenges with a commitment to public service in a fast-paced, professional environment are all essential qualities for this job. All County Counsel personnel must maintain strict adherence to the confidentiality of the attorney-client privilege and attorney work product.
Legal Secretaries in the Office of the County Counsel have the ability to work in a number of legal practice areas. Legal Secretaries will: assist attorneys in preparing for hearings in state and federal court, as well as other state and federal administrative agencies; prepare legal correspondence, memoranda, and pleadings; file, research, and track legal papers with state, federal, 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 Trainee position is an entry-level position and incumbents will receive close supervision and training.
Applicants may also be considered for Legal Secretary Trainee 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.
Candidates who meet the employment standards will be invited to take an online multiple-choice examination. The examination link will be tentatively available Monday, January 9, 2023 through Monday, January 16, 2023.
COVID-19 Risk Level: Low
- Trains in the preparation of 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 in an accurate manner and in a proper format;
- Learns to abstract information from files and to put general information into proper legal forms;
- Files legal papers with proper court;
- Maintains files and correspondence;
- Maintains law books;
- Screens office and telephone callers, exercising judgment and discretion in dealing with confidential and sensitive matters;
- Performs general office clerical functions;
- May be assigned as a Disaster Service Worker, as required;
- Performs other related duties as required.
Demonstrated education, training, and clerical experience and to acquire the following knowledge and abilities:
Training and Experience Note: The knowledge and abilities required to perform this function are acquired through training and experience equivalent to three (3) years of clerical experience requiring use of discretion and judgment and equivalent to the Office Specialist III classification within the County of Santa Clara.
Knowledge of:
- Office practices and procedures, including indexing, filing, standard reference sources and operating standard office machines;
- English vocabulary, grammar, spelling and style/format;
- Customer service principles;
- Common office computer applications.
- Deal tactfully with members of the public often under stressful situations;
- Work well under pressure and deadlines;
- Learn to perform a variety of legal secretarial functions;
- Use discretion in organizing activities and setting priorities.
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