Legal Administrative Assistant

Description

Under general supervision, provides a variety of complex confidential legal work and administrative assistance to the Assistant General Counsel; accurately completes technical and complex transactional tasks requiring a thorough knowledge and understanding of relevant legal procedures and public sector law; and performs related work as assigned.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from the Assistant General Counsel or General Counsel. Exercises no supervision of staff.

CLASS CHARACTERISTICS

This is the journey-level classification that is responsible for independently performing clerical, secretarial, and administrative legal duties in support of General Counsel and other legal staff. Positions at this level exercise judgment and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit.

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the typical functions of the job.

• Performs a variety of general and legal administrative, secretarial, and clerical duties in support of General Counsel, Assistant General Counsel, and staff.
• Files or arranges for the filing of legal briefs and other necessary paperwork and exhibits with the court.
• Receives and screens visitors and telephone calls; provides information related to area of assignment and/or directs visitor/caller to appropriate staff or information source; responds to formal and informal requests for information; interprets and applies regulations, policies, procedures, systems, rules, and precedents in response to inquiries from the public.
• Prepares and drafts a variety of documents and legal correspondence including transmittals, contracts, ordinances, resolutions, and other legal documents, correspondence, memoranda, and reports.
• Composes, types, redacts, edits, and proofreads a variety of documents; ensures written materials are accurate, complete, free of errors and omissions, and complies with standards and legal requirements.
• Collects information from a variety of sources pertinent to area of assignment; compiles?data as necessary and prepares reports as required.
• Organizes and maintains electronic and physical files, resource materials, and records; ensures compliance with established records retention schedules.
• Responds to Public Records Act requests; prepares responsive records.
• Assists with court and administrative proceedings and provides litigation support as needed.
• Participates in the development and implementation of policies and procedures; ensures compliance with mandated requirements and regulations.
• Establishes and maintains contact and working relationships with all District departments, vendors, and other work-related entities for acquisition of necessary information, and/or for the implementation of cooperative programs and activities.
• Adheres to all required safety procedures and programs.
• Performs related duties as assigned.

Requirements

Education and Experience:

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education:

• Equivalent to graduation from high school, supplemented by specialized coursework or training in administrative or legal support activities.

Experience:

• Three (3) years of increasingly responsible clerical and administrative support experience, including experience in a law office or related work experience.

QUALIFICATIONS

Knowledge of:

• Legal office terminology, processes, procedures, and the format for legal documents.
• Court procedures and requirements.
• Business letter writing and the standard format for reports and correspondence.
• Records management and electronic discovery.
• Methods, and techniques of legal research, discovery, and investigation.
• Court filing and calendar procedures.
• Standard legal forms, documents, and formats.
• California Public Records Act and discovery rules.
• Principles and practices of data collection.
• Applicable federal, state, and local laws, codes, regulations, and ordinances, as well as industry standards and best practices relevant to the assigned area of responsibility.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors and District staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition and grammar.
• Modern equipment and communication tools used for business functions and program, project and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Provide secretarial and office administrative assistance to one or more attorneys and/or associated staff.
• Prepare clear, accurate, and concise records and reports.
• Compose legal correspondence, documents, and reports independently or from brief instructions.
• Establish and maintain a variety of filing, record keeping, and tracking systems.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.