Career Opportunities in Central California

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(February 19, 2020) Legal Secretary I/II (Modesto)

OPENING DATE: February 18, 2020 12:00 AM Pacific Time

CLOSING DATE: March 03, 2020 5:00 PM Pacific Time

THE POSITION
The Legal Secretary I/II is responsible to perform a variety of responsible legal secretarial and general clerical duties in support of the City Attorney’s Office; to prepare legal documents for the Court; to assist in the preparation of resolutions and ordinances for approval by the City Council; and to provide secretarial and administrative support to the attorneys.

DISTINGUISHING CHARACTERISTICS
 
Legal Secretary I – This is the entry level class in the Legal Secretary series.  Employees in this class typically have moderate legal related work experience.  The Legal Secretary I is distinguished from the II level by the performance of less than the full range of duties assigned to the II level.  Incumbents work under immediate supervision while learning job tasks, progressing to general supervision as procedures and processes of the assigned area of responsibility are learned.
 
Legal Secretary II – This is the journey level class in the Legal Secretary series and is distinguished from the I level by the assignment of the full range of duties.  Employees at this level receive only occasional instruction or assistance as new, unusual or unique situations arise and are fully aware of the operating procedures and policies within the work unit.  Positions in this class are typically flexibly staffed and are normally filled by advancement from the I level.
 
APPLICATION PROCESS

Applicants will be assessed on the application submitted. Due to the volume of applications received, resumes will not be screened for the purpose of determining who is most qualified to compete in the testing process. Applications may be screened to the most qualified applicant pool. It is the applicant’s responsibility to fill out the “Education” and “Work Experience” sections of their application with complete information and adequate detail. Do not substitute any part of the application form with the words “see resume.”

The following information is provided for you to use as a reference and as a planning tool. Human Resources is unable to schedule make-up examinations.
 
Tentative Testing Schedule

Oral Board Interview and Writing Exercise
Thursday, March 19, 2020

The City of Modesto Human Resources Department reserves the right to revise the testing process to best meet the needs of the City.

Apply online at www.modestogov.com. City application required, including Supplemental Questionnaire. The City of Modesto is an Equal Opportunity Employer.

(February 14, 2020) Legal Secretary - 3 Openings (San Francisco)

The San Francisco City Attorney’s Office has three openings for legal secretaries.  

To apply, e-mail colleen.dietterle@sfcityatty.org.

$36.51-$44.38 Hourly / $6,329.00-$7,692.00 Monthly / $75,946.00-$92,300.00 Yearly

DEFINITION
Under supervision, provides legal secretarial and clerical services of a difficult, responsible and confidential nature for an attorney’s office; and performs related duties as required.

DISTINGUISHING FEATURES
This class is the journey level in the legal secretarial series and is distinguished from other secretarial and clerical classes by its knowledge and continuous use of legal terminology, documents and procedures. This class differs from class 1460 Legal Secretary II in that positions in the latter class perform the most difficult and technical legal secretarial work.

SUPERVISION EXERCISED
May supervise clerical support staff.

EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES
According to Civil Service Commission Rule 109, the duties specified below are representative of the range of duties assigned to this job code/class and are not intended to be an inclusive list.

  1. Word Processes and edits a wide variety of legal documents in proper format including pleadings, briefs, correspondence, subpoenas, contracts, jury instructions, complaints, resolutions and ordinances utilizing multiple word processing systems, to prepare a variety
    of legal documents.
  2. Abstracts information from various sources to put general information into proper legal form.
  3. Transcribes legal dictation from dicta-phone or longhand notes, minutes, interviews and telephone messages; or takes and transcribes dictation from shorthand notes at a rate of 110 wpm, to prepare legal documents and correspondence.
  4. Opens, maintains, monitors and closes legal case files and maintains correspondence and record files.
  5. Maintains attorney appointment calendars; keeps abreast of important court dates and files legal documents with courts as mandated; assures complaints are responded to in a timely manner.
  6. Provides information when possible by personally assisting callers, and exercises considerable judgment and discretion in dealing with confidential matters.
  7. Prioritize duties and deadlines to accommodate work schedules of a large number of attorneys.
  8. Performs related duties as required.

KNOWLEDGE, SKILLS AND ABILITIES
Knowledge of: legal office practices, procedures, terminology and business English; knowledge of filing systems. Ability and Skill to: operate modern office equipment; ability to take transcription; ability to independently compose correspondence; ability to understand and follow directions; ability to proofread and solve problems including mathematical computations; type to complete 55 net words per minute; communicate effectively both orally and in writing.

MINIMUM QUALIFICATIONS
These minimum qualifications establish the education, training, experience, special skills and/or license(s) which are required for employment in the classification. Please note, additional qualifications (i.e., special conditions) may apply to a particular position and will
be stated on the exam/job announcement.

Education/Experience:
Two (2) years of verifiable experience as a legal secretary transcribing dictation and typing legal documents including petitions, motions, briefs, complaints and other legal forms; AND the ability to type 55 net WPM.
NOTE: The ability to transcribe legal matters accurately from a transcribing machine with no more than a 2% error rate may be required by some departments as a special condition. 

License and Certification:
A certificate of completion in legal secretarial skills from a recognized college, university, or training program, which involved learning legal terminology and legal formats and forms, may substitute for six (6) months of the required legal secretarial experience.

Proof of satisfactory completion must be submitted at the time of filing.

DISASTER SERVICE WORKERS
All City and County of San Francisco employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required
to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

(February 14, 2020) Litigation Legal Secretary (Oakland)

Meyers Nave is recruiting for a Litigation Legal Secretary.  This is a nonexempt position reporting to the Director of Administration and is located in the Firm’s Oakland office.

ABOUT MEYERS NAVE

Meyers Nave has an exceptional reputation in California as a go-to law firm that clients rely on to handle their highest profile, most complicated and often most controversial transactions and litigated matters. Attorneys work in multi-disciplinary teams to help public agencies, private businesses and non-profit organizations navigate complex local, state and federal laws and regulations.  Meyers Nave was founded over 30 years ago and has grown into a state-wide firm with approximately 65 attorneys in five locations.

JOB SUMMARY

The Litigation Legal Secretary is responsible for providing administrative support to attorneys on a day-to-day basis, as well as working closely with clients and other team members to ensure effective and timely attention to important legal matters.

ESSENTIAL FUNCTIONS

The position’s essential functions include but are not limited to the following:

  • Draft, review and revise legal and non-legal documents including correspondence and memoranda, pleadings, PowerPoint presentations, budgets, etc.;
  • Format court pleadings according to applicable court rules and generate tables of authorities and tables of contents using Firm software;
  • Demonstrate understanding of, and facility with, local rules of court, municipal, state and federal rules of procedure;
  • File documents with courts and administrative bodies, including electronic filing where applicable;
  • Arrange for service of pleadings and subpoenas;
  • Assist with preparation for and scheduling of meetings, teleconferences, conferences and travel;
  • Organize documents, and prepare binders and files to house relevant legal and non-legal materials;
  • Review incoming mail and route to attorneys, the Firm’s Calendaring Department, and others;
  • Maintain electronic and physical case files;
  • Demonstrate understanding of municipal law documents, including staff reports, resolutions, ordinances, agendas and notices;
  • Partner with Firm’s Records Group to create, review and maintain electronic and physical case files;
  • Assist with tracking and management of various projects;
  • Maintain shared office calendars and individual attorney/director calendars in Outlook, partnering with the Firm’s Calendar Group when necessary;
  • Enter attorneys’ billable time as requested according to Firm billing policies and coordinate with Firm’s billing personnel to facilitate attorneys’ timely review of monthly billing statements;
  • Prepare check requests and coordinate payment to vendors when necessary;
  • Prepare expense reports and book travel arrangements;
  • Answer phones for attorneys/directors, direct incoming phone calls and greet clients and guests;
  • Regular, reliable and punctual on-site attendance;
  • Back up secretaries during planned and unplanned absences;
  • Take direction and apply corrections to future revisions;
  • Partner with attorneys to proactively manage their business development activities;
  • Maintain composure and work efficiently and accurately during highly stressful circumstances;
  • Demonstrate excellent customer service;
  • Build relationships with key staff in client offices, including periodically traveling to client sites;
  • Work cordially, cooperatively and productively with Firm employees; and
  • Work overtime as needed to complete essential functions.

Management retains the right to add to or change the essential functions of this position at any time.

QUALIFICATIONS

The following qualifications are required unless otherwise noted:

  • High school diploma required; Bachelor’s degree or paralegal certificate preferred;
  • Minimum of five years of legal secretary/legal assistant experience;
  • Prior litigation experience is required; appellate experience is preferred;
  • Superior customer service skills;
  • Ability to take direction and apply corrections to future revisions;
  • Strong organizational skills and ability to contribute to streamlining processes;
  • Accuracy in grammar, spelling and punctuation;
  • Ability to work well under pressure and multi-task in a fast-paced, deadline-driven environment;
  • Strong attention to detail;
  • Pro-active self-starter with ability to work independently, as well as in a team environment;
  • Experience using Microsoft Office (experience using Office 2016 Suite is preferred); and
  • Prior experience with iManage, Best Authority, time and billing systems, and Adobe Professional is preferred.

Meyers Nave is an equal opportunity employer and does not discriminate on the basis of any qualified applicant’s race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, military or veteran status or any other category protected by law.

HOW TO APPLY:

Interested candidates should submit a cover letter and resume by email to meyersjobs@meyersnave.com

(February 5, 2020) Litigation Legal Secretary (Oakland)

Meyers Nave is recruiting for a Litigation Legal Secretary.  This is a nonexempt position reporting to the Director of Administration and is located in the Firm’s Oakland office.

JOB SUMMARY

The Litigation Legal Secretary is responsible for providing administrative support to attorneys on a day-to-day basis, as well as working closely with clients and other team members to ensure effective and timely attention to important legal matters.

ESSENTIAL FUNCTIONS

The position’s essential functions include but are not limited to the following:

Draft, review and revise legal and non-legal documents including correspondence and memoranda, pleadings, PowerPoint presentations, budgets, etc.; Format court pleadings according to applicable court rules and generate tables of authorities and tables of contents using Firm software; Demonstrate understanding of, and facility with, local rules of court, municipal, state and federal rules of procedure; File documents with courts and administrative bodies, including electronic filing where applicable; Arrange for service of pleadings and subpoenas; Assist with preparation for and scheduling of meetings, teleconferences, conferences and travel; Organize documents, and prepare binders and files to house relevant legal and non-legal materials; Review incoming mail and route to attorneys, the Firm’s Calendaring Department, and others; Maintain electronic and physical case files; Demonstrate understanding of municipal law documents, including staff reports, resolutions, ordinances, agendas and notices; Partner with Firm’s Records Group to create, review and maintain electronic and physical case files; Assist with tracking and management of various projects; Maintain shared office calendars and individual attorney/director calendars in Outlook, partnering with the Firm’s Calendar Group when necessary; Enter attorneys’ billable time as requested according to Firm billing policies and coordinate with Firm’s billing personnel to facilitate attorneys’ timely review of monthly billing statements; Prepare check requests and coordinate payment to vendors when necessary; Prepare expense reports and book travel arrangements; Answer phones for attorneys/directors, direct incoming phone calls and greet clients and guests; Regular, reliable and punctual on-site attendance; Back up secretaries during planned and unplanned absences; Take direction and apply corrections to future revisions; Partner with attorneys to proactively manage their business development activities; Maintain composure and work efficiently and accurately during highly stressful circumstances; Demonstrate excellent customer service; Build relationships with key staff in client offices, including periodically traveling to client sites; Work cordially, cooperatively and productively with Firm employees; and Work overtime as needed to complete essential functions. Management retains the right to add to or change the essential functions of this position at any time.

QUALIFICATIONS

The following qualifications are required unless otherwise noted:

High school diploma required; Bachelor’s degree or paralegal certificate preferred; Minimum of five years of legal secretary/legal assistant experience; Prior litigation experience is required; appellate experience is preferred; Superior customer service skills; Ability to take direction and apply corrections to future revisions; Strong organizational skills and ability to contribute to streamlining processes; Accuracy in grammar, spelling and punctuation; Ability to work well under pressure and multi-task in a fast-paced, deadline-driven environment;
Strong attention to detail; Pro-active self-starter with ability to work independently, as well as in a team environment; Experience using Microsoft Office (experience using Office 2016 Suite is preferred); and Prior experience with iManage, Best Authority, time and billing systems, and Adobe Professional is preferred.

Meyers Nave is an equal opportunity employer and does not discriminate on the basis of any qualified applicant’s race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, military or veteran status or any other category protected by law.

HOW TO APPLY:

Interested candidates should submit a cover letter and resume by email to: meyersjobs@meyersnave.com.

(January 28, 2020) Legal Secretary - 4 Available Positions (Oakland)

The California Department of Industrial Relations, Office of the Director Legal Unit, is hiring four legal secretaries for their Oakland location.  See link below for details and application requirements.

https://www.jobs.ca.gov/CalHrPublic/Jobs/JobPosting.aspx?JobControlId=184950

(January 24, 2020) Litigation Secretary (Oakland)

Round Hill Search is seeking a full-time litigation legal secretary in Oakland for a national, mid-sized firm. The legal secretary will provide direct support to the office’s managing partner. Responsibilities include managing the conflicts check process for new matters, coordinating meetings, maintaining case files, finalizing correspondence, entering time, creating TOCs/TOAs, e-filing, and other duties as assigned. The secretary also works closely with the attorneys’ assigned billing specialist.

The ideal candidate must have a minimum of three to five years of solid litigation experience, with proficiency in Microsoft Office (Word, PowerPoint, Excel, and Outlook). Must be a self-starter, detailed-oriented and proactive, with excellent communication skills (oral and written). Knowledge of the firm’s document management program, FileSite, as well as its time and billing system, Aderant, are a plus.

For immediate consideration, please forward resume to chivette@roundhillsearch.com.