Job Posting: Legal Secretary

Department of Fair Employment & Housing

JC-121345
-
Legal Secretary
LEGAL SECRETARY

$3,303.00 - $4,343.00

Final Filing Date: Until Filled

Job Description and Duties

BILINGUAL PREFERRED

Under the supervision of the Legal Manager, the Legal Secretary performs complex legal secretarial work relieving Attorneys of specialized clerical details. 

Types, formats and proofreads a variety of legal correspondence, petitions, briefs, pleadings, motions, discovery, deposition notices, subpoenas, legal opinions, and legislative matters. Prepares and reviews outgoing legal correspondence for Attorney or Graduate Legal Assistant (GLA) signature, to ensure that all legal documents and enclosures are in proper processing order. 

Independently handles complex specialized clerical procedures concerning activities under the Attorney’s direction, such as maintaining a docket of matters involving hearings in which the agency is a major participant, calendars litigation matters, including discovery, motions, and depositions; prepares correspondence relating to the hearing procedures, and ensures various intermediate deadlines are met; sets depositions; makes travel arrangements and prepares travel expense claims for Attorneys and GLAs.

Maintains legal, confidential, discovery, and administrative files for Attorneys and GLAs. Prepares files for opening and closing cases and any accompanying correspondence. Maintains case related information in the Case Management System (CMS), including uploading documents, updating the parties’ information, entering the dates legal documents are filed in court and closing case files in compliance with Department procedures. Runs basic reports for the Attorneys or GLAs in Excel or the CMS.

Screens incoming correspondence related to Attorney case files and establishes follow-up dates to ensure deadlines are met.  Screens a variety of visitors and telephone calls and makes appropriate referrals.  Responds to a variety of inquiries from the attorney and the public on the status of legal matters in process and gives authoritative information on the procedural aspects of processing legal actions by the office.  Back up for other secretaries, as needed. 

Answers Legal division telephone calls.  Acts as a liaison with court clerks, process servers and court reporters.

 

You will find additional information about the job in the Duty Statement.

Working Conditions

The demands described here are representative of those that must be met by the incumbent to successfully perform the essential functions of the job with or without a reasonable accommodation. 

  • Requires daily use of a personal computer and related software applications at a workstation.
  • Requires ability to complete tasks that require making repetitive hand movements in the performance of daily duties.
  • Requires prolonged sitting and or standing at a workstation for 6.5 to 7 hours per day.
  • Requires dependability and excellent attendance records.

 



Minimum Requirements

You will find the Minimum Requirements in the Class Specification.

Additional Documents

Position Details

Job Code #:
JC-121345
Position #(s):
326-410-1282-001
Working Title:
Legal Secretary
Classification:
LEGAL SECRETARY
$3,303.00 - $4,135.00 A
$3,468.00 - $4,343.00 B
# of Positions:
1
Work Location:
Sacramento County
Job Type:
Permanent, Full Time
Work Shift:
8:00 am to 5:00 pm
Work Week:
Monday through Friday

Department Information

The Department of Fair Employment and Housing is the state agency charged with enforcing California’s civil rights laws. The mission of the Department of Fair Employment and Housing is to protect the people of California from unlawful discrimination in employment, housing and public accommodations and from hate violence.

This vacancy is located at 2218 Kausen Drive, Suite 100, Elk Grove, CA 95758.

 

Application Instructions

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: Until Filled

Who May Apply

Individuals who are currently in the classification, eligible for lateral transfer, eligible for reinstatement, have list 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 www.CalCareers.ca.gov. 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 Fair Employment & Housing
Attn: Cristina Granado
2218 Kausen Drive
Suite 100
Elk Grove, CA 95758

Address for Drop-Off Application Packages

You may drop off your application and any applicable or required documents at:

Cristina Granado
2218 Kausen Drive
Suite 100
Elk Grove, CA 95758
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 www.CalCareers.ca.gov. 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.
Applicants requiring reasonable accommodations for the hiring interview process must request the necessary accommodations if scheduled for a hiring interview. The request should be made at the time of contact to schedule the interview. Questions regarding reasonable accommodations may be directed to the EEO contact listed on this job posting.

Desirable Qualifications

In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:
  • Ability to type at a speed of 45 words per minute.
  • Ability to perform legal clerical work including the ability to process a large variety of legal documents.
  • Ability to format, file and serve legal pleadings in multiple jurisdictions, including State, federal and appellate courts.
  • Good communication and mathematical skills.
  • Ability to work independently and cooperatively with others.
  • Ability to execute work assignments with accuracy and organization.
  • Ability to prioritize work and meet deadlines.
  • Experience with MS Word, Excel, Adobe software programs and other office methods, supplies, and equipment.
  • Experience or knowledge of proper citation styles using the Harvard Blue Book and California Style Manual. 

A valid typing certificate with a minimum of 45 words per minute is required prior to appointment.  Information on how to obtain an acceptable typing certificate can be located at: https://jobs.ca.gov/CalHRPublic/GeneralInfo/TypingCertification.aspx

                                                                   

Contact Information

The Human Resources Contact is available to answer questions regarding the position or application process.

Human Resources Contact:
Cristina Granado
(916) 585-7125
cristina.granado@dfeh.ca.gov

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
(213) 337-4469
brenda.valle@dfeh.ca.gov
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.

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.