Job: Legal Secretary I/II (Open)

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Job Description

Overall Job Objective

Job Title:Legal Secretary I/II (Open)
Closing Date/Time:Thu. 01/25/18 11:59 PM Pacific Time
Salary:$25.60 - $35.63 Hourly
$2,048.00 - $2,850.40 Biweekly
$4,437.33 - $6,175.87 Monthly
Job Type:Regular
Location:San Mateo County, California
The San Mateo County District Attorney's Office is accepting applications for the position of Legal Secretary. Depending on qualifications, the vacancy may be filled at the Legal Secretary I or Legal Secretary II level.   

Legal Secretary I is the entry level in this specialized secretarial series. It is designed to allow an experienced incumbent with either well-developed office administrative or secretarial support skills to learn the terminology, formats and procedures in the legal secretarial field, or an incumbent with knowledge of legal office terminology, formats and procedures to learn office administrative and secretarial support skills. This class is flexibly staffed with Legal Secretary II and incumbents may advance to the higher level after gaining experience and demonstrating proficiency which meet the qualifications of the higher-level class.

Legal Secretary II is the journey level class of this series, fully competent to independently perform a wide range of legal secretarial support work. General procedures and guidelines are normally established by the secretarial lead or the attorney to which assigned; however, day-to-day activities may require the use of initiative and independent judgment. Responsibilities include regular contact with County staff and outside agencies in situations where tact and discretion are important.

The ideal candidate for this position will have:
  • Experience working in a public or private law office
  • In-depth knowledge of legal terminology and legal procedures
  • Experience supporting multiple managers or attorneys simultaneously
  • Proficiency with Microsoft Office applications including Word and Excel
  • Working knowledge of legal case management systems (e.g. ProLaw)
  • Strong interpersonal, communication, organizational, and time management skills
  • Proven record of working independently on multiple assignments and meeting deadlines

 Examples Of Duties:
Legal Secretaries perform varied and responsible legal secretarial duties including but not limited to the following:
  • Preparing legal documents, correspondence, memoranda, and reports
  • Processing new referrals
  • Scheduling court dates, meetings, and appointments
  • Receiving and screening telephone calls
  • Researching and compiling a variety of informational materials
  • Maintaining and organizing files
  • Processing mail
  • Organizing own work, setting priorities, and meeting critical deadlines


Education and Experience:
Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to qualify is:

Legal Secretary I: One year of EITHER secretarial and office administrative experience equivalent to the County's class of Secretary OR legal office support experience.

Legal Secretary II: Two years of experience in providing legal secretarial and office administrative support to one or more attorneys and related support staff.

Knowledge of:
  • Office administrative and secretarial practices and procedures, including filing and business letter writing.
  • Legal office terminology, processes, procedures, and the format for legal documents.
  • The operation of common office equipment, including a word processor and personal or on-line computer.
  • Record keeping, report preparation and filing methods.
  • Correct English usage, including spelling, grammar, punctuation and vocabulary.
  •  Business arithmetic, including percentages and decimals.
Skill/Ability to:
  • Draft pleadings and other legal documents from stenographic notes, brief instructions, dictated tapes or printed information.
  • Provide varied and responsible secretarial and office administrative assistance to one or more attorneys and/or associated staff.
  • Use initiative and independent judgment within established guidelines.
  • Organize and maintain accurate records and files.
  • Organize work, set priorities, meet critical deadlines, and follow up on assignments.
  • Establish and maintain effective working relationships with those contacted in the course of the work.
  • Some positions may require the ability to type at a rate of 50 words per minute.
Note: Specific positions may require skill in taking dictation at a rate of 80 words per minute by hand or stenographic machine and transcribing it accurately.
Anyone may apply. A supplemental application form must be submitted in addition to our regular employment application form. Resume will not be accepted as a substitute for the required employment application and supplemental questionnaire.

The examination process will consist of an application screening (weight: pass/fail) based on the candidates' application and responses to the supplemental questions. Candidates who pass the application screening will be invited to a panel interview (weight: 100%) and typing test on the day of the interview.  Depending on the number of applicants, an application appraisal of education and experience may be used in place of other examinations or further evaluation of work experience may be conducted to group applicants by level of qualification All applicants who meet the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. All examinations will be given in San Mateo County, California and applicants must participate at their own expense. 

IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County's website, you may click the "Apply Online" button above or below. If you are not on the County's website, please go to to apply. Online applications must be received by the Human Resources Department before midnight on the final filing date.

Final Filing Date: January 25, 2018
Application Screening: Week of January 29, 2018
Combined Civil Service Panel/Departmental Interviews:  Week of February 19, 2018

At the County of San Mateo, we welcome and celebrate the diversity of our employees, and strive to create a workplace where they feel valued every day.  County of San Mateo is proud to be an Equal Opportunity Employer.
HR Contact: Mandy Singh (01122018)                        (Legal Secretary I/II - E377/E378)

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