Legal Secretary I/II/III

This recruitment will establish an employment list to fill current and any future vacancies with those County departments that have this position. The anticipated life of the employment list is six months. If interested in employment for this position for current or future vacancies, please submit an online application for consideration.

Current vacancy is with the Sheriff’s Department located in Visalia.

Level I: $3,875 - $4,722 Monthly
Level II: $4,082 - $4,974 Monthly
Level III: $4,289 - $5,227 Monthly

Typical Duties

DUTY SAMPLE

Act as secretary to a Legal County department head or assistant department head; prepare comparative workload reports for budgets, annual reports and documentation; type letters, memos, minutes of meetings, reports and statistics from shorthand, longhand, Dictaphone, tape recorder and over the telephone; compile and/or collect data for reports to State and Federal agencies; read and understand correspondence, rules, regulations, manuals, grant stipulations, bids and contracts; prepare charts, graphs and diagrams; develop, establish and maintain various filing systems; prepare and process a wide variety on criminal and civil documents; may operate office automation and related equipment; perform supportive office functions such as maintaining inventory of supplies, arranging equipment repairs, screening and distributing mail to appropriate people; organize and prepare various annual reports for State and Federal agencies; interpret and answer questions regarding the County Ordinance Code, rules, regulations and policies; maintain financial records such as collecting fees, maintaining petty cash, posting, depositing, purchases and other department expenditures; make reservations, schedule and confirm appointments and answer questions over the telephone, in person or through correspondence. Level II: Plan, assign and supervise the work of other clerical employees; assist in the selection of clerical staff; train employees in procedures and techniques; complete performance evaluation reports and take or recommend appropriate actions; act as confidential secretary to a County legal department head or assistant department head; refer incoming mail to department head and staff members; organize correspondence for department head’s reply in order of priority, with background material attached for reference; prepare correspondence for department head’s reply in order of priority, with background material attached for reference; prepare correspondence and agenda items, independently or with brief instructions, requiring judgement in the selection of data or interpretation of laws, rules, or policies; edit drafts for composition and grammatical structure; schedule appointments for department head; screen office and telephone callers, refer to appropriate staff members or give out information on departmental programs and policies as needed; arrange conferences and meetings, make reservations, plan dates, clear conflicts, and prepare agendas; attend meetings as a representative or clerical/office management; maintain administrative files, including management confidential information; supervise, organize, direct and participate in the operation of office information and computer equipment, including formatting and production of documents; prepare personnel date forms, status changes and other personnel related matters; study filing systems and clerical procedures, recommend methods for improvements; order and maintain departmental supplies; prepare clerical procedural manuals and accounting reports; assist in preparation of the annual departmental budget and monitor account expenditures; communicate with staff members, and relay messages to and from superior. Level III: Act as office manager to plan, supervise and direct the day-to-day clerical and administrative activities of the office;direct, train and assist support staff in typing and processing of a wide variety of criminal and civil legal documents; attend meetings as a member of the management team, assist in the development of departmental policies, programs and procedures requiring a broad understanding of departmental purposes and objectives and a thorough knowledge of all laws and regulations relating to departmental operations; coordinate clerical responsibilities with other departmental operations and related agencies; supervise and make work assignments of employees in a variety of clerical classifications and/or what varied, complex work assignments; interpret departmental programs to the public; answer difficult correspondence and prepare complex reports independently; act as departmental computer liaison with LGFS, SCT county computer committee; may prepare hardware/software proposals; prepare the annual departmental budget and/or other budgets and monitor account expenditures; interview and hire clerical staff.

Essential job duties may be assigned that are not listed above but are relative to this job classification. (Reasonable accommodation will be made when requested and determined by the County to be appropriate under applicable law.)

Minimum Qualifications

MINIMUM QUALIFICATIONS

Minimum qualifications are used as a guide for establishing the education, training, experience, special skills and/or license which are required and equivalent to the following.

Education: Equivalent to completion of the twelfth (12th) grade. Level III: Supplemented by specialized legal secretarial and/or paralegal and business training including budget preparation and the operation of office automation computer equipment.

Experience: Four (4) years of increasingly responsible clerical and secretarial experience involving frequent contact with the public. Level III: Four (4) years of increasingly responsible legal office support staff and administrative work, including experience in the budget process and the operation of office automation-computer equipment, and preferable one year in a supervisory capacity.

Knowledge of : Math sufficient to compile statistical reports; clerical procedures and practices; filing and control systems; correct English usage, spelling and punctuation. Level II: General office practice and procedures to train and evaluate staff in filing and proper format for correspondence and documents; counseling, training, and employee appraisal techniques; function and procedures of a modern office environment; principles and practices of supervision; math sufficient to assist with department budget preparations. Level III: Budgets and basic accounting procedures.

Skill/Ability to: Work and communicate effectively with people of various education and socioeconomic backgrounds by respecting beliefs, interpersonal styles and behaviors of both clients and co-workers; operate contemporary office equipment inclusive of computer, keyboard, and all applicable electronic equipment; handle a variety of office functions, duties and procedures; verbally communicate to clearly express ideas; read and comprehend written material; recall, follow and give written and verbal instructions; maintain accuracy and work pace when performing simple, repetitive tasks; write clearly, using correct spelling, grammar and punctuation; accurately copy information from a written source; work independently, establish priorities, plan and organize workload, complete assignments; code, sort, post, check and verify detailed data; define problems, collect information, establish facts, draw valid conclusions and take appropriate action; use patience, tact and courtesy in dealing with the public, co-workers and other departments; communicate with people of various socioeconomic and educational backgrounds; establish effective working relationships with co-workers and other departments; type accurately from clear copy at a speed of 50 words a minute. Level II: Assign and coordinate clerical work within the department; accurately code, post, check or verify detailed information and data; read, understand and apply technical/legal information and materials; supervise and train clerical staff. Level III: Proofread rapidly and accurately; collect and organize information and write reports; interviewing techniques and applications.

DESIREABLE EMPLOYMENT STANDARDS

Knowledge of : Department terminology sufficient to process clerical work, answer requests for information or refer to an appropriate source; State, Federal and local statutes, ordinances, rules, policies, standards, and codes applying to the processing of departmental documents, personnel rules, regulations, and practices; County policies and practices relating to the budget process; theory, capabilities, limitations, and operations of office automation and related equipment and systems. Level II: Interviewing techniques and applications; County rules ordinances, policies, safety rules, and departmental operations and procedures; budget accounts, expenditures, costs, and purchasing procedures.

Skills/Ability to: Accurately type statistical or numerical material; use discretion in handling and maintaining confidentiality; develop and introduce improved office operating methods to increase efficiency and effectiveness. Level II: Design and implement new procedures and practices; theory, capabilities, limitations, and operations of office automation and related equipment and systems; take notes at meetings and transcribe accurately.

Additional Information

Conditions of Employment:
Candidates selected will be required to pass a pre-employment drug and alcohol screening. Additionally, a background investigation may also be conducted, which may include a re-investigation every 10 years for some positions. An Employment Eligibility Verification using E-Verify may be required on the first day of employment for some positions. Some job classes may also require a physical exam.

College Cost Reduction Access Act:
This may be a qualifying position for student loan forgiveness through the College Cost Reduction and Access Act (CCRAA). Only student loan payments made after October 1, 2007 and in a qualified repayment plan are eligible. For more information you are encouraged to speak with your student loan service or visit: https://studentaid.gov/manage-loans/forgiveness-cancellation/public-service

EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

Bargaining Unit 21

The information listed is a general summary of benefits. These provisions do not constitute an expressed or implied contract and are subject to change.

Benefit Amount: An annual benefit amount is provided and may be applied towards health insurance premiums (medical, dental, vision, life and long-term disability). This benefit is pro-rated and paid on a pay period basis (24 pay periods).

Health Insurance: A choice of PPO and HMO medical plans which include PPO and HMO dental plans and include dental and vision coverage. Dependent coverage is available. Providers include Anthem Blue Cross, Kaiser Permanente, Delta Dental, and Vision Services Plan (VSP).

Retirement: The retirement plan is a defined benefit plan administered pursuant to the 1937 Act County Employees Retirement Act and integrated with Social Security. In addition to ordinary retirement benefits, the plan provides disability and death benefits. Retirement contributions are made by both the County and the employee. The County has reciprocity with the State of California, contracting PERS agencies, and all County 1937 Act Retirement Systems.

Paid Holiday Leave : 12 set days and 1 personal holiday.

Vacation Accrual :
2 weeks per year (0-3 years of service)
3 weeks per year (3-7 years of service)
4 weeks per year (7-11 years of service)
5 weeks per year (11+ years of service)
Limit of 300 hours.

FLSA exempt employees accrue an additional 5 days of vacation per year.

Sick Leave Accrual : 12 days per year with unlimited accumulation, 60 hours of which may be used toward family sick leave.

Group Term Life Insurance: $10,000; Provided by Standard Insurance Company.

Long Term Disability Insurance : A Long Term Disability plan is provided. This provides financial protection for you by paying a portion of your income while you are disabled.

Employees are covered by State Disability Insurance. The premium is paid by the employee.

Deferred Compensation: A voluntary deferred compensation plan is available.

To view more detailed descriptions of Tulare County's benefits, please view the Benefits section of our Web site at https://tularecounty.ca.gov/hrd/benefits-wellness/health-plans-active-employees/

The Provisions Of This Bulletin Do Not Constitute An Expressed Or Implied Contract And Are Subject To Change.

Closing Date/Time: 3/23/2025 11:59 PM Pacific

• 

• County of Tulare - HR&D

• 559-636-4900

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