Job Description
Job Posting: Legal Secretary/Senior Legal Typist State Seal Logo
Department of Justice JC-471245 - Legal Secretary/Senior Legal Typist LEGAL SECRETARY
$4,244.00 - $5,581.00 per Month
Final Filing Date: 4/24/2025 Application Methods: Electronic (Using your CalCareer Account) By Mail Drop-off Job Description and Duties
Are you interested in working for the State's largest law firm protecting and serving the people and interests of California? If so, we hope you consider applying for this exciting opportunity.
As members of a legal support secretarial team, the successful applicants will perform legal secretarial duties for multiple attorneys/professional staffing the San Diego Office of the Attorney General.
Duties will include, but are not limited to:
Typing, editing, printing, processing, faxing and electronically sending correspondence, court forms,legal documents and pleadings (e.g., petitions, briefs,opinions, notices, motions) Using various department supported software such as Word, West-Check, Legal Solutions, Microsoft Outlook, Adobe Acrobat, ProLaw and other desktop technology tools and communication devices Ensuring all documents are prepared, proofread, copied and filed/served in accordance with legal requirements and deadlines Verify case/legal citation and quoted text Maintain a calendar of document due dates and court appearances Set up and close legal cases, prepare subpoenas, schedule depositions, make travel arrangements Screen, answer and take messages from callers in a professional manner Assist with overflow work as requested
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You will find additional information about the job in the Duty Statement.
Legal Secretary – LSO Updated: 8/2024 Page 1 DEPARTMENT OF JUSTICE DIVISION OF OPERATIONS LEGAL SUPPORT SERVICES LEGAL SUPPORT OPERATIONS DUTY STATEMENT NAME: JOB TITLE: Legal Secretary POSITION NUMBER: 420-037-1282- STATEMENT OF DUTIES: As a member of a legal support secretarial team, the incumbent performs difficult legal secretarial duties for two or more attorneys and/or professional staff in the Office of the Attorney General. The Legal Secretary must be able to effectively and efficiently carry out assigned tasks with minimal supervision and be able to work in a team environment, have strong communication skills, work well under pressure, and meet short deadlines. The Legal Secretary must comply with state and departmental rules and regulations and office policies and practices. SUPERVISION RECEIVED: Under the general direction of the Office Manager and immediate supervision of a Legal Support Supervisor I, Legal Support Services. TYPICAL WORKING CONDITIONS: In a remote work environment, home office or similar hybrid environment. Ability to sit, type, rotate, and work at a computer workstation. HYBRID TELEWORK POSITIONS: This position offers a hybrid schedule, i.e., combined remote and in-office work schedules. While teleworking, the employee must maintain safe working conditions at the approved alternate location and abide by the Department’s Ergonomic Program Guidelines. May be required to report to the HQ office periodically for operational needs. ESSENTIAL FUNCTIONS: 50% Uses various department-supported desktop technology, telecommunication devices and supported computer software including, but not limited to, word processing, document assembly, cite checking, case management, electronic case filing and other standard business software programs to proficiently type, format, edit, store, retrieve, print, process, fax and electronically transmit and/or file correspondence, court forms, legal documents and pleadings (e.g., petitions, briefs, opinions, notices, motions); adheres to procedures for preparation and filing of legal documents and correspondence; assures all documents are prepared, proofread, copied, and processed (filed and served) in accordance with legal requirements and deadlines; verifies case/legal citations and quoted text. Legal Secretary – LSO Updated: 8/2024 Page 2 15% Composes and formats letters and memoranda; picks up, logs, reviews and delivers assignments’ incoming mail; processes the mail in a manner agreed upon by assignments and secretary; maintains a tickler file; maintains file/database in the office’s case management system of case contacts including opposing counsel, court, client, and expert witness addresses; maintains a calendar of document due dates and court appearances; sets up and closes case files; makes, receives, screens, answers, and takes messages from telephone callers in a professional manner; communicates with vendors providing legal contract services for messenger, subpoena preparation and document production; processes collection advices and bills for payment. 15% Establishes and maintains an efficient system for filing correspondence and pleadings; stores and retrieves case files and related legal documents in the office’s case management system; maintains a professional and organized work area; transcribes complex machine dictation. 10% Prepares travel-related forms and expense claims; prepares subpoenas and requests checks from accounting for witness fees and mileage; prepares revolving fund requests for travel and miscellaneous case-related costs; processes invoices timely; maintains absence and travel records; assists with overflow work and deadline filings. Maintains open communications with attorney, and/or other professional, supervisory, secretarial and clerical staff; is knowledgeable in the use and understanding of legal terminology; performs work in a safe and efficient manner; and performs other duties as required. MARGINAL FUNCTIONS: 5% Makes travel arrangements and arranges meetings, hearings and depositions coordinating dates with opposing counsel, parties, witnesses and court reporters, and sends confirmation letters. 5% Back up for other secretaries, as needed, and may assist with distribution of workload in the absence of the Legal Support Supervisor I. ______________________________________________________________________________ I have read and understand the essential functions and typical physical demands required of this job (please check one of the boxes below regarding a Reasonable Accommodation): ☐ I am able to complete the essential functions and typical physical demands of the job without a need for a reasonable accommodation. Legal Secretary – LSO Updated: 8/2024 Page 3 ☐ I am able to complete the essential functions and typical physical demands of the job, but will require a reasonable accommodation. I will discuss my reasonable accommodation request with my supervisor. ☐ I am unable to perform one or more of the essential functions and typical physical demands of the job, even with a reasonable accommodation. ☐ I am not sure that I will be able to perform one or more of the essential functions and typical physical demands of the job, and will discuss the functional limitations I have with my supervisor. ________________________________ ____________________________________ Employee’s Signature Date Supervisor’s Signature Date Senior Legal Typist (SLT) - Legal (Statewide) Updated 8/2024 DEPARTMENT OF JUSTICE OFFICE OF THE ATTORNEY GENERAL DIVISION OF OPERATIONS LEGAL SUPPORT SERVICES LEGAL SUPPORT OPERATIONS DUTY STATEMENT NAME: JOB TITLE: Senior Legal Typist (SLT) POSITION NUMBER:420-037-3224 STATEMENT OF DUTIES: Under general supervision and as a member of a LSO team, the Senior Legal Typits (SLT) performs difficult legal clerical work and less complex legal secretary work for three or more attorneys, and/or other professional staff in the Office of the Attorney General located in Oakland, San Francisco, Los Angeles, San Diego, Sacramento and Fresno. The incumbent must have strong communication skills, work well under pressure, meet short deadlines and comply with state and departmental rules and regulations, and office policies and practices. SUPERVISION RECEIVED: Under the general direction of the Staff Services Manager I, the general supervision of a Legal Support Supervisor (LSS) II, and the immediate supervision of a LSS I. TYPICAL WORKING CONDITIONS: In a remote work environment, home office or similar hybrid environment. Ability to sit, type, rotate, and work at a computer workstation. HYBRID TELEWORK POSITIONS: This position offers a hybrid schedule, i.e., combined remote and in-office work schedules. While teleworking, the employee must maintain safe working conditions at the approved alternate location and abide by the Department’s Ergonomic Program Guidelines. May be required to report to the HQ office periodically for operational needs. ESSENTIAL FUNCTIONS: 40% Prepare a wide variety of difficult legal clerical work for the Division of Operations (OPS) Legal Support Operations (LSO), which may include filing court documents in various California, Federal, and out-of-state courts at all levels. Develop an understanding of local, state, district, and national court rules, as well as how the courts are structured. Develop a basic to moderate level of understanding of the Attorney General’s case management system (ProLaw). Develop and maintain a standard level of proficiency in ProLaw. Correctly identify document types and index those documents in the ProLaw. Retrieve a variety of information from ProLaw (e.g., number of open and active files associated with an attorney). Retrieve, edit, and re-save information from and to the case management software program, ProLaw. Digitize paper documents and store them in the correct location in ProLaw. Be knowledgeable and responsible for how, where, and in what sequence documents should be placed in a paper file. Apply legal terms appropriately and correctly when discussing task assignments and reporting on the Senior Legal Typist (SLT) - Legal (Statewide) Updated 8/2024 status of those tasks. Be knowledgeable on the use of legal terminology specific to a section’s legal practice. Review and docket Criminal and Civil case documents in a timely manner. Ensure that documents are forwarded to the assigned attorney. Index trial binders based on the specifications required by a particular legal section; and understand numerical sequencing and how to apply that process to numbering of documents and merging it with a legal section’s requirements. Prepare shell pleadings for responses to interrogatories and production of documents. Add, maintain, and update ProLaw Case Management information, such as opposing counsel, courts, and addresses for all parties, expert witnesses, clients, and close cases. Establish and maintain an efficient system for staging correspondence, pleadings, and other legal documents pending file placement, scanning, or routing. Prepare casefiles for closing by following a sequence of pre- described tasks. Write and communicate effectively; maintain effective working relationships; and understand court rules and how to apply them. 30% Use various department-supported desktop technology, telecommunication devices and supported computer software including, but not limited to: word processing document assembly, cite checking, case management, electronic case filing and other standard business software programs to proficiently type, format, edit, store, retrieve, print, process, fax and electronically transmit and/or file correspondence, court forms, legal documents and pleadings (e.g., petitions, briefs, opinions, notices, motions); adhere to procedures for preparation and filing of legal documents and correspondence; ensures all documents are prepared, proofread, copied, and processed (filed/e-filed and served) in accordance with legal requirements and deadlines; and verifies case/legal citations and quoted text. 20% Set-up and maintain case files. Prepare travel-related forms and expense claims; prepare subpoenas and request checks from accounting for witness fees and mileage; prepare revolving fund requests for travel and miscellaneous case-related costs; maintain absence and travel records; and process invoices. 10% Assist with overflow work. Performs other duties as required. I have read and understand the essential functions and typical physical demands required of this job (please check one of the boxes below regarding a Reasonable Accommodation): ☐ I am able to complete the essential functions and typical physical demands of the job without a need for a reasonable accommodation. ☐ I am able to complete the essential functions and typical physical demands of the job, but will require a reasonable accommodation. I will discuss my reasonable accommodation request with my supervisor. ☐ I am unable to perform one or more of the essential functions and typical physical demands of the job, even with a reasonable accommodation. ☐ I am not sure that I will be able to perform one or more of the essential functions and typical physical demands of the job, and will discuss the functional limitations I have with my supervisor. Senior Legal Typist (SLT) - Legal (Statewide) Updated 8/2024 Employee’s Print Name Employee’s Signature Date Supervisor’s Print Name Supervisor’s Signature Date
Working Conditions
Partial telework and/or in-office options are available. Schedules are based on businessneeds and may be re-evaluated as Department needs change.
Minimum Requirements You will find the Minimum Requirements in the Class Specification.
LEGAL SECRETARY SENIOR LEGAL TYPIST
Additional Documents
Job Application Package Checklist Duty Statement
Position Details Job Code #: JC-471245 Position #(s): 420-037-1282-058
Working Title: Legal Secretary/Senior Legal Typist Classification: LEGAL SECRETARY $4,244.00 - $5,314.00 A $4,457.00 - $5,581.00 B Shall Consider: SENIOR LEGAL TYPIST $3,582.00 - $4,488.00 A $4,007.00 - $5,009.00 B # of Positions: Multiple Work Location: San Diego County Telework: Hybrid Job Type: Permanent, Full Time Work Shift: 8:00 am -5:00 pm Work Week: Monday - Friday Department Information
Legal Secretaries in San Francisco, Los Angeles, San Diego, Oakland, Sacramento, and Fresno qualify for "Hire Above Minimum "(HAM). The starting salary of Range A will be $4,913 and Range B $5,162. Employees may be eligible for a recruitment and retention pay differential based upon qualifying pay periods. Senior Legal Typists also qualify for a HAM in the above locations. The starting salary of Range A will be $4,189 and Range B $4,678. Employees may be eligible for a recruitment and retention pay differential based upon qualifying pay.
These positions are located in the Division of Operations, Legal Support Services, Legal Support Operations, San Diego. Please disregard the SROA/Surplus language below, as the Department of Justice requires applicants to submit their SROA/Surplus Letter if that is the basis of their eligibility. For more information about the Department please visit the Attorney General's website at **MEMBERS ONLY**SIGN UP NOW***
Department Logo Special Requirements
A fingerprint check will be required. Clearly indicate the Job Control Code (JC-471245) and the title of this position in the "Examination or Job Title (s) For Which You are Applying" section located on the first page of your State Application.
Application Instructions
Completed applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered. Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application. Final Filing Date: 4/24/2025
Who May Apply Individuals who are currently in the classification, eligible for lateral transfer, eligible for reinstatement, have list or LEAP eligibility, are in the process of obtaining list eligibility, or have SROA and/or Surplus eligibility (please attach your letter, if available). SROA and Surplus candidates are given priority; therefore, individuals with other eligibility may be considered in the event no SROA or Surplus candidates apply.
Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process. Applicants must meet the Minimum Qualifications stated in the Classification Specification(s).
How To Apply Complete Application Packages (including your Examination/Employment Application (STD 678) and applicable or required documents) must be submitted to apply for this Job Posting. Application Packages may be submitted electronically through your CalCareer Account at **MEMBERS ONLY**SIGN UP NOW***When submitting your application in hard copy, a completed copy of the Application Package listing must be included. If you choose to not apply electronically, a hard copy application package may be submitted through an alternative method listed below:
Address for Mailing Application Packages
You may submit your application and any applicable or required documents to: Department of Justice OPS-Maria Bouvia Attn: Maria Bouvia 1300 I Street, 8th Floor Sacramento, CA 95814
Address for Drop-Off Application Packages
You may drop off your application and any applicable or required documents at: Department of Justice OPS-Maria Bouvia Maria Bouvia 1300 I Street, 8th Floor Sacramento, CA 95814 08:00 AM - 05:00 PM
Required Application Package Documents
The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:
Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at **MEMBERS ONLY**SIGN UP NOW***All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position. Resume is required and must be included. Other - Cover Letter is required and must be included.
Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled. You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s) to the Department's EEO Office. EEO Contact: EEO Officer **MEMBERS ONLY**SIGN UP NOW*** **MEMBERS ONLY**SIGN UP NOW*** California Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice) TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device. EXAMINATION LINKS:
In order to obtaiin list eligibility and qualify for the position, if you have not done so already, please take the on-line exam at the following link:
Please note, if using the United States Postal Service for delivery, there's no guarantee that your application will be date stamped and will arrive by the final filing date. If your application does not have a postmark or date stamp and arrives after the final filing date, your application will not be accepted. Therefore, to ensure timely delivery of your application, it is recommended that you use either electronic delivery, parcel service, or certified mail. Using one of these options will provide proof of delivery prior to the final filing date.
Equal Opportunity Employer
The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.
It is an objective of the State of California to achieve a drug-free work place. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.
Senior Legal Typist Legal Secretary Series Senior Legal Typist Legal Secretary Series California State Personnel Board Specification
Series established May 5, 1999 Scope
This series specification describes two classes used in the California state service, which perform a variety of legal support duties in a legal program within a State agency.
Senior Legal Typist Legal Secretary Series Specification - Class Titles and Codes Schem Code Class Code Class CC45 3224 Senior Legal Typist CE20 1282 Legal Secretary Definition of Series
Senior Legal Typists and Legal Secretaries perform a variety of legal secretarial and administrative duties necessary to maintain the support functions of a legal office. Factors Affecting Position Allocation
Relative degree of difficulty, variety and complexity of duties, independence of action and decision-making, the level of supervision received, and scope and complexity of the legal program within a Department are factors used in differentiating between the levels.
Although there is a direct relationship between the scope of the attorney's and legal secretary's responsibilities, the incumbent's skill and knowledge level, ability to perform independently and assume delegated responsibilities, and the presence of other positions that tend to dilute the secretary's tasks are also considered in position allocation. Additional information regarding functions performed, complexity factors, and scope of responsibility are contained in a separate document titled "Allocation Guidelines for Senior Legal Typist/Secretary Series." Definition of Levels Senior Legal Typist
This class is typically used for incumbents performing the less complex legal secretarial work in State service. Under general supervision, in either a secretarial capacity or in a typing pool, incumbents perform legal typing and difficult clerical work that may involve transcribing dictation from a dictating machine and performing related office work required in preparing and processing a variety of legal documents. Legal Secretary
Incumbents in Range A perform the full range of legal secretarial work. Under general supervision, in a secretarial capacity, incumbents type, format, file, and serve legal pleadings in multiple jurisdictions, including State, Federal, and appellate courts or Office of Administrative Hearings; perform complex clerical work; and coordinate and schedule court-related services with specific instruction.
Incumbents in Range B perform the most complex legal secretarial work. Under direction, incumbents independently perform the most difficult and responsible legal secretarial and clerical work, with minimum instruction, involving either: (1) work in a legal office with Level IV attorneys; or (2) work for a chief legal administrator with major administrative responsibility for a complex legal program and a large professional staff. Minimum Qualifications Senior Legal Typist Either I
Experience: One year of experience in typing and clerical work, at least six months of which shall have been in work of a legal nature requiring the preparation of legal correspondence, petitions, briefs, motions, depositions, and various legal notices and forms. Academic education above the 12th grade may be substituted for six months of the required general experience on the basis of either one year of general education being equivalent to three months of general experience, or one year of education of a business or commercial nature being equivalent to six months of general experience. Or II
Completion of a certificated legal secretarial program at either a regionally accredited college or business school approved by the Bureau of Private Postsecondary and Vocation Education and accredited by the Accrediting Council for Independent Colleges and Schools may be substituted for all of the required general and legal experience. Legal Secretary Either I
Experience: One year of experience in the California state service performing the duties of a Senior Legal Typist, Range B. Or II
Experience: Two years of experience in a private law firm, corporate law office, or a legal program in a governmental agency performing a full range of legal secretarial duties, which requires the preparation of legal documents for filing and service. [(1) Academic education above the 12th grade may be substituted for six months of the required experience on the basis of either (a) one year of the general education being equivalent to three months of the required experience; or (b) one year of education of a business or commercial nature being equivalent to six months of the required experience; or (2) Completion of a certificated legal secretarial program at either a regionally accredited college or a business school approved by the Bureau of Private Postsecondary and Vocational Education and accredited by the Accrediting Council for Independent Colleges and Schools may be substituted for one year of the required experience.]
(Candidates who are within six months of satisfying the experience requirement for this class will be admitted to this examination, but they must fully meet the experience requirement before being eligible for appointment.) Knowledge and Abilities Senior Legal Typist
Knowledge of: Technical legal terms and various legal forms and documents and their processing; modern office methods, supplies, and equipment; business English and correspondence.
Ability to: Type at a speed of 45 words per minute; read and write English at a level required for successful job performance; establish and maintain effective working relationships; prepare correspondence independently; perform difficult legal clerical work including the ability to process a large variety of legal documents, spell correctly, use good English, and make arithmetic computations; transcribe accurately difficult dictation involving a variety of legal terms from a dictating machine; communicate effectively; follow directions; analyze situations accurately and take effective action. Legal Secretary
Knowledge of: All of the above, and an understanding of the judicial process, Department and legal procedures and practices, and multiple and specialized areas of law; proper format of State and Federal citations; use of legal resources from traditional library references and software applications.
Ability to: All of the above, and type, format, file, and serve legal pleadings in multiple jurisdictions, including State, Federal and appellate courts, or Office of Administrative Hearings; independently perform complex clerical and legal secretarial work; coordinate and schedule legal services; screen mail, visitors, and telephone calls and take appropriate action; interact with courts, administrative agencies, governmental entities, co-counsels, opposing counsels, or witnesses as directed by the attorney ensuring deadlines are met; compose correspondence; give information and provide assistance using good judgment and discretion; maintain case and administrative files and records; may act in a lead capacity over clerical staff including legal typists. Special Personal Characteristics Senior Legal Typist
A demonstrated interest in assuming increasing responsibility. Legal Secretary
A demonstrated interest in assuming increasing responsibility, mature judgment, loyalty, poise, tact, and discretion. Additional Desirable Qualification All Levels:
Education equivalent to completion of the 12th grade.
Class History
Senior Legal Typist Legal Secretary Series History - Dates Established, Revised, and Title Changed Class Date Established Date Revised Title Changed Senior Legal Typist 07/29/1986 05/05/1999 05/05/1999 Legal Secretary 06/22/1962 05/05/1999 -- Updated: 6/3/2012
Job Application Package Checklist
When applying for this job, include the items provided below in your application package. When submitting a hard copy application (by mail or drop off), this completed form should be printed and submitted as the first page of your application package for proper processing. Applicant Information Name: CalCareer ID: Address:
Phone: Job Information Job Control: JC-471245 Classification: LEGAL SECRETARY Department: Department of Justice Location: San Diego County Tenure/Timebase: Permanent Fulltime Filing Deadline: 4/24/2025 Required Items
Indicate if you have included or completed each item listed. Item Requisite Complete Job Application Package Checklist Required Employment Application Form (STD678) Required Other Required Resume Required
