Legal Secretary II

The Position

The Legal Secretary series provides an excellent career path for those interested in pursuing a career with the County of Mendocino. The position is located in Ukiah with Social Services, under direct supervision at the I (entry level) and general supervision at the II (journey level). The role provides specialized, confidential, and responsible diversified clerical and technical support in a legal office setting;

maintains schedules, handles office details, and relieves staff (legal or otherwise) of procedural details.

• Participates in the efficient operation of the assigned area by performing a wide variety of legal secretarial and technical support duties to relieve attorneys and other staff of procedural details; performs general clerical tasks in support of the department.
• Initiates, updates and maintains case files by creating physical and computerized files for new cases and receiving, assembling, sorting, categorizing and storing subsequent case materials either physically or on a computer database to ensure information is current and accessible.
• Prepares a variety of legal documents, including subpoenas, warrants, petitions, briefs, motions, citations, pleadings, by typing from transcription, audio tapes, drafts, oral instruction, dictation or copy; reviews drafts for punctuation, spelling, grammar and corrects to produce final copies of professional work product.
• Files documents with court offices; processes returned orders and documents; maintains records as required. Mails copies to other parties when appropriate.
• Prepares service packets (summons, complaints, orders, etc.) and forwards to process servers for personal service; tracks service activities and status.
• Reviews confidential information from various sources and processes related documents; identifies and corrects deletions or errors in prescribed format; follows up to secure additional information as needed.
• Determines acceptability of information and proper action based on established instructions; contacts various individuals, agencies and organizations to obtain and relay information, including releases of liens and case settlements.
• Serves as contact/resource person for the area of assignment by screening calls, visitors, and mail; responds to complaints and requests for information from the public, County staff, and others by interpreting/explaining regulations, procedures, policies, systems, rules; researches and gathers information to provide accurate answers; refers more technical questions to appropriate legal staff.
• Coordinates activities in the area of assignment by maintaining calendars, scheduling attorney/client meetings, arranging necessary materials for meetings, and arranging business travel for management and professional staff to ensure smooth, efficient operations.
• Receives and/or requests discovery and processes information by copying reports, police tapes, photos, etc., requesting further needed information and documenting all actions to assist attorneys in case preparation.
• Researches, compiles and organizes information and data from various sources on specialized topics related to the assigned area; assists in division operations; performs special projects and assignments as requested.
• Logs reports from agencies by entering information into the computer; searches for prior offenses; organizes information; forwards information and follows up as needed.
• Composes and types letters, memoranda and basic reports, utilizing word processing software, from general instructions or information related to responsibilities; reviews drafts for punctuation, spelling, grammar and suggests corrections; arranges for, copies, distributes and files.
• Operates a variety of modern office equipment including copiers, computers, word processors, tape recorders, duplicators and printers.
• At the journey level, may train other staff or provide backup to other positions within the assigned department or unit.
• Performs other related duties as assigned.

• Graduation from high school or G.E.D. equivalent and one (1) year full‑time experience comparable to a Legal…