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CLASS TITLE: LEGAL OFFICE ASSISTANT I
BASIC FUNCTION:
Under the direction of an assigned supervisor,
perform a variety of clerical duties in an assigned legal office; prepare,
process, record and file legal forms and documents; provide clerical support
and assistance to legal staff.
DISTINGUISHING CHARACTERISTICS:
Legal Office Assistant I incumbents
perform a variety of clerical duties and are assigned to the office of the
Public Defender, District Attorney, County Counsel or County Clerk. Assignments typically involve the maintenance
of legal records and require training and experience in legal procedures. Legal Office Assistant II incumbents perform
more complex duties requiring more extensive knowledge of civil litigation,
criminal prosecution and related legal procedures of the office to which assigned
and provide work direction and guidance to other office personnel as assigned.
REPRESENTATIVE DUTIES:
Prepare and maintain accurate and
complete legal case files in accordance with established guidelines; maintain
and duplicate documents as appropriate.
Maintain accurate and efficient filing system;
refile materials according to established
procedures; pull files in readiness for court
proceedings.
Receive and greet clients, complainants, witnesses,
the public and others; provide
assistance as appropriate; provide information concerning
legal documents, forms and
legal procedures.
Prepare legal documents and perform research as
directed; review case reports; contact
witnesses and verify information.
Maintain assigned records in the County Clerk's Office
including probate, civil, criminal
and appeal records; assist the public in processing
passports, marriage licenses and
fictitious business names; collect and record fees
as appropriate.
Coordinate and schedule appointments for legal
staff; maintain current and accurate
calendars; determine time constraints and maintain
time lines.
Prepare and type legal documents including
pleadings, complaints, search warrants,
stipulations, subpoenas and other documents related
to the assignment.
Prepare, type, process and record a variety of legal
documents in accordance with
established legal requirements, time lines and
regulations.
Operate a variety of office equipment including a
computer terminal, dictation equipment,
typewriter, telephone system, copier and calculator.
Request and receive discovery materials; date-stamp
materials, pull files and deliver to
legal staff.
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Legal terminology, forms and procedures.
Court systems and legal proceedings.
Modern office practices, procedures and equipment.
Record-keeping techniques.
Oral and written communication skills.
Telephone techniques and etiquette.
Correct English usage, grammar, spelling,
punctuation and vocabulary.
Operation of a computer terminal and other office
machines.
Alpha and numeric filing systems.
Interpersonal skills using tact, patience and
courtesy.
ABILITY TO:
Perform legal clerical duties in support of
professional legal staff.
Prepare effective communication on routine matters.
Learn, interpret, apply and explain codes, rules,
regulations, policies and procedures.
Establish priorities and work within legally
mandated time frames.
Process and prepare legal documents and instruments.
Communicate effectively both orally and in writing.
Conduct research and compile information.
Perform clerical duties such as filing,
duplications, typing and maintaining records.
Maintain records and prepare case files and reports.
Type at 40 words net per minute from clear copy.
Work independently with little direction.
Establish and maintain cooperative and effective
working relationships with others.
Operate a computer terminal and other office
machines.
EDUCATION AND EXPERIENCE:
Any combination equivalent to: one year of clerical experience in a law
office.
WORKING CONDITIONS:
Legal office environment.
Physical abilities required include sitting and
standing for extended periods of time, dexterity of hands and fingers to operate
a computer keyboard and office equipment, walking to deliver documents,
climbing stairs and ladders, pulling, pushing, and reaching to maintain files,
bending at the waist, and hearing and speaking to administer oaths and provide
information to others, seeing to read documents, lifting objects weighing up to
20 pounds.
Incumbents may be exposed to
dissatisfied or abusive individuals.
CLASS TITLE: LEGAL OFFICE ASSISTANT II
BASIC FUNCTION:
Under the direction of an assigned
supervisor, perform a variety of clerical and paralegal duties requiring
knowledge of the judicial system and the activities, procedures and documents
used in an assigned legal office; prepare, process, record and file legal forms
and documents; provide clerical support and assistance to legal staff.
DISTINGUISHING CHARACTERISTICS:
Legal Office Assistant II incumbents
perform complex duties requiring more extensive knowledge of civil litigation,
criminal prosecution and related legal procedures of the office to which
assigned and provide work direction and guidance to other office personnel as
assigned. Legal Office Assistant I
incumbents perform a variety of clerical duties and are assigned to the office
of the Public Defender, District Attorney, County Counsel or County Clerk. Assignments typically involve the maintenance
of legal records and require training and experience in legal procedures.
REPRESENTATIVE DUTIES:
Perform complex and technical clerical
duties in support of legal or judicial staff in an assigned County office.
Review legal documents, court records
and other materials; assure conformance to applicable laws and codes,
departmental procedures and established time lines.
Prepare, type and process legal
documents including pleadings, complaints, search warrants, motions, appeals,
stipulations, writs of execution, subpoenas and other documents related to the
assignment.
Coordinate and schedule appointments
for legal staff; maintain current and accurate calendars; determine time
constraints and maintain time lines.
Receive and greet clients,
complainants, witnesses, the public and others; provide assistance and
information as appropriate concerning sensitive legal issues and open cases;
assure confidentiality of information as prescribed by law and departmental
policies.
Train and provide work direction to
clerical personnel as assigned; provide technical expertise concerning legal
procedures and departmental operations.
Process probate, conservatorship and
adoption cases in the County Clerk's office; receive, index, tally and file
documents and materials; prepare and send appropriate notices and refer for
court calendaring as required.
Prepare and maintain departmental
statistical and financial records as assigned; review time sheets for payroll
purposes; record expenditures and maintain current balances in assigned
accounts.
Take and transcribe dictation as
required by the position.
Prepare and maintain accurate and complete
legal case files in accordance with established guidelines; maintain and
duplicate documents as appropriate; pull files in readiness for court
proceedings.
Operate a variety of office equipment
including a computer, dictation equipment, typewriter, telephone system, copier
and calculator.
Open, sort, screen and route mail for
legal or judicial staff; compose and type correspondence; format, type and edit
reports and summaries as assigned.
Drive a vehicle to pick up and
deliver supplies and materials as assigned.
Perform related duties as assigned.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
Legal terminology, forms and procedures.
Laws, rules and regulations related to assigned
activities.
Court systems and legal proceedings.
Legal office practices, procedures and equipment.
Financial and statistical record-keeping techniques.
Oral and written communication skills.
Telephone techniques and etiquette.
Correct English usage, grammar, spelling,
punctuation and vocabulary.
Operation of a computer terminal and other office
machines.
Alpha and numeric filing systems.
Interpersonal skills using tact, patience and
courtesy.
ABILITY TO:
Perform complex and technical legal clerical duties
in support of professional legal staff.
Compose and prepare effective communication on
routine matters independently.
Read, interpret, apply and explain codes, rules,
regulations, policies and procedures.
Establish priorities and work within legally
mandated time frames.
Process and prepare legal documents and instruments.
Communicate effectively both orally and in writing.
Train and provide work direction to others.
Conduct research and compile information.
Perform clerical duties such as filing,
duplications, typing and maintaining records.
Maintain financial and statistical records and
prepare case files and reports.
Type at 45 words net per minute from clear copy.
Work independently with little direction.
Establish and maintain cooperative and effective
working relationships with others.
Add, subtract, multiply and divide quickly and
accurately.
Plan and organize work.
Operate a computer terminal and other office
machines.
Take and transcribe dictation as required by the
position.
EDUCATION AND EXPERIENCE:
Any combination equivalent to: course work in legal secretarial and office
procedures and two years of increasingly responsible clerical experience in a
law office.
LICENSES AND OTHER REQUIREMENTS:
Valid California driver's license;
some positions in this classification may be required to take and transcribe
dictation.
WORKING CONDITIONS:
Legal office environment; subject to
driving a vehicle to conduct work.
Physical abilities required include
sitting and standing for extended periods of time, dexterity of hands and
fingers to operate a computer keyboard and office equipment, walking to deliver
documents, climbing stairs and ladders, pulling, pushing, and reaching to
maintain files, bending at the waist, and hearing and speaking to administer
oaths and provide information to others, seeing to read documents, lifting
objects weighing up to 20 pounds.
Incumbents may be exposed to
dissatisfied or abusive individuals.