Class Code: AS114
FLSA Status: Non-exempt

Legal Secretary

Bargaining Unit: SEA

DEFINITION:

Under general supervision, a Legal Secretary performs specialized clerical and secretarial work; prepares and processes legal documents, obtains or provides confidential information; and performs related work as required.

DISTINGUISHING CHARACTERISTICS:

Legal Secretary is a journey-level class in the series.  An incumbent in this class performs the full range of complex legal secretarial support work.  The emphasis of the work may vary, depending upon assignment, but all work requires knowledge of legal clerical processes and independent decision making within established guidelines. 

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

The duties listed below represent the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is related or a logical assignment to this class.

  • Transcribes complex legal dictation or written notes using a computer; types a wide variety of legal documents in the proper format including legal pleadings, briefs, correspondence, subpoenas, motions, ordinances, resolutions, petitions, and contracts. 
  • Abstracts information from various sources and puts into proper legal form; opens, maintains, monitors and closes legal case files; maintains correspondence and records files. 
  • Maintains attorney appointment calendars; maintains a calendar of important court dates; files legal documents with courts as required. 
  • Tracks the receipt of and response to complaints; assists staff in ensuring timely responses. 
  • Takes and transcribes minutes of meetings as assigned. 
  • Screens phone calls; assists callers by providing information as authorized; exercises considerable judgment and discretion in dealing with sensitive and confidential matters. 
  • Serves as a primary point of contact for the General Counsel’s office; 
  • Maintains confidential materials, records, files, and other privileged information.
  • Operates standard office equipment; utilizes standard business computer software in performing job tasks.
  • May utilize specialized Santa Cruz METRO software.
  • Drive a Santa Cruz METRO vehicle to perform assignments.
  • Performs related work as required

EMPLOYMENT STANDARDS:

Knowledge of:

  • Legal forms, formats, documents, and terminology. 
  • Legal office procedures and practices.
  • Modern office practices, procedures, and equipment.
  • Clerical processes pertaining to accounting, purchasing, and data maintenance.
  • Business correspondence, formatting, and report writing.
  • Methods of maintaining information in digital or hard copy files.
  • Clerical methods of researching, gathering, organizing, and reporting data.
  • Methods of prioritizing, planning, and organizing work.
  • Time management techniques.
  • Clerical customer service techniques.
  • Basic mathematics, including percentages and basic statistics.
  • Telephone techniques and etiquette.
  • The effective use of modern office equipment, personal computers, and standard business software. 

Ability to:

  • Follow oral and written instructions accurately.
  • Prepare legal documents that may require abstracting pertinent information from files and records using accepted formats and construction. 
  • Type finished copy from rough draft or machine transcription.
  • Type at a corrected rate of 50 words per minute from clear copy.
  • Maintain confidentiality of materials, records, files, and other privileged information using tact, and discretion.
  • Gather, record, and summarize data in a variety of formats.
  • Maintain records and control systems with accuracy and attention to detail.
  • Input data into a computerized database.
  • Adhere to established work schedules, timelines, and deadlines.
  • Maintain a calm demeanor in stressful situations.
  • Work independently using good judgment, tact, and discretion.
  • Balance multiple assignments simultaneously and effectively.
  • Utilize standard office equipment and computer software and learn to use specialized METRO software if assigned.
  • Communicate clearly and effectively in both oral and written form.
  • Establish and maintain effective working relationships within the department and with other divisions, departments, agencies, suppliers, vendors, and the public. 

MINIMUM QUALIFICATIONS:

Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying.  A typical way to obtain the knowledge and abilities would be: 

Education, Training, and Experience:

Two (2) years of legal secretarial experience.  

Formal legal secretarial training or paralegal training or experience may substitute for up to one (1) year of the required experience.

LICENSES AND CERTIFICATES:

A valid California Driver’s License will be required at the time of appointment and throughout employment.

Must be able to obtain and maintain a current, valid California Class “C” Driver’s License.

PHYSICAL AND MENTAL DEMANDS:

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands 

While performing the duties of this job, the employee is frequently required to reach with hands and arms; walk, sit and stand; use finger dexterity; talk and hear, and use a keyboard. Work often requires stooping at the waist and the repetitive use of both hands to grasp and feel objects.  Work may require lifting up to 20 pounds unaided.  Specific visual abilities required for this job include close vision, distance vision, the ability to see colors and shades, and the ability to perceive depth. 

Mental Demands 

While performing the duties of this job, an employee uses written and oral communication skills; reads and interprets data, information and documents; solves problems; uses math and mathematical reasoning; performs detailed work; deals with multiple concurrent tasks; and interacts with others encountered in the course of work.

Work Environment: 

The employee works in a standard office environment where the noise level is usually moderate.  

OTHER CONDITIONS OF EMPLOYMENT:

  • Must pass a requisite background check.
  • May occasionally work extended hours or hours outside of the regular schedule.
  • Must maintain strict confidentiality of work-related information. 

*Adopted: 12-11-18

*BOD Approved: 08-23-19

*Revised: 00-00-00

*Job Family: Legal Clerical

*Job Series: Legal Sec

*Job Series Level: Journey

*Confidential: Yes