DISTINGUISHING FEATURES OF THE CLASS: This is professional level office/clerical and administrative work performed to support the efficient operation of a public law office. Work involves the operation of office related technologies in the preparation and storing of legal documents and correspondence. Work is performed under general supervision of the department head, and direct supervision of higher-level administrators. Supervision is not a responsibility of this position. The Principal Office Assistant (Legal) is distinguished from the Senior Office Assistant (Legal) by the greater complexity of related duties. Performs related work as required.
TYPICAL WORK ACTIVITIES: (Illustrative only)
- Operates a personal computer for the purpose of creating spreadsheets, correspondence, and reports, as well as using calendar, e-mail and database software;
- Operate a variety of office machines such as calculators, scanners, printers, copy machines and other office equipment;
- Prepares legal memoranda for attorney review;
- Performs a variety of tasks using computerized legal research;
- Prepares and processes legal correspondence and documents such as 710.30 notices, 370.15 notices, Body Orders, 450 notices, Declarations of Delinquency, SCI letters, Affidavits of Service and PSI packets, as requested by Probation Department;
- Reviews data for completeness, accuracy and conformity with established procedures and answers, difficult questions related thereto;
- Collects, compiles, records, and files a variety of records, reports, statistics and other related information and maintains same;
- Handles the intake and routing of mail and legal motions, notices, etc. pertaining to assigned courts;
- Answers and screens telephone calls, greets and directs visitors, takes messages and responds to requests for routine information in accordance with office procedures;
- May collect fees and accounts for monies received;
- Performs a variety of related activities as required.
Typical Work Activities are intended only as illustrations of possible types of work that might be appropriately assigned to an incumbent of this title. Work activities that do not appear above are not excluded as appropriate work assignments, as long as they can be reasonably understood to be within the logical limits of the job.
FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES & PERSONAL CHARACTERISTICS: Thorough knowledge of modern public law office methods and procedures, legal forms and legal terminology. Thorough knowledge of executive secretarial skills including correct English usage, grammar, spelling, and legal formatting; working knowledge of legal terminology; good knowledge of the capabilities of computer systems equipment and software for legal documents; Good knowledge of the operations of a public law office; ability to effectively use computer applications such as spreadsheets, word processing, calendar, e-mail and database software; ability to communicate effectively, both orally and in writing; ability to understand and follow oral and written instructions; ability to verbally express facts in a concise manner; ability to establish and maintain effective working relationships; accuracy; resourcefulness; initiative; good judgment; tact; neat appearance; organization; and courtesy.
MINIMUM QUALIFICATIONS: Either
- Associates degree and three (3) years of office clerical experience, one (1) of which must have involved the producing and processing of legal correspondence and documents; or
- Graduation from high school or possession of a comparable diploma and five (5) years of office clerical experience, one (1) of which must have involved the producing and processing of legal correspondence and documents; or
- An equivalent combination of training and experience as indicated in a) and b) above.
PLEASE NOTE: Your degree must have been awarded by a college or university accredited by a regional, national, or specialized agency recognized as an accrediting agency by the U.S. Department of Education/U.S. Secretary of Education.
3/21;
Competitive Class
