Legal Executive Secretary

The Position

Under supervision of senior management, this journey-level classification provides skilled, complex legal secretarial support to the City Attorney and/or senior management attorneys requiring the frequent use of independent judgment.

Essential functions of the job include, but are not limited to, the following:

Ensures Department services are provided with exceptional customer service and the highest level of ethical standards.

Prepares discovery documents, motions, notices, orders, stipulations, complaints, responsive documents, and other legal documents and correspondence for litigation as directed.

Prepares legal documents, letters, memos, resolutions, motions, ordinances, reports, minutes, forms, lists or other written material for transactional matters as directed.

Composes correspondence from general instruction in accordance with established policy and/or procedure.

Determines appropriate form letters or notices to send in response to routine requests for information or material.

Prepares and distributes meeting agendas.

Reviews, proofreads and edits documents and correspondence to ensure proper grammar, spelling, punctuation, format, and completeness.

Appropriately applies court rules for filing and serving documents in federal and state courts.

Maintains a chronology, calendar, and/or docket of litigation cases including appearance dates, deposition dates, discovery due dates, trial due dates, and other pertinent dates. Effectively tracks due dates.

Schedules and organizes meetings, notifies participants, and acts as liaison to committees, boards, or council members.

Coordinates dates for hearings, depositions, discovery and other litigation deadlines for federal and state court cases.

Tracks records in accordance with laws regulating public records retention, and schedules and arranges records destruction in accordance with resolutions authorizing routine records destruction.

Scans and enters documents into document management system.

Assists with the opening and closing of litigation and transactional files.

Interacts with public in person or over the telephone and directs to the appropriate person or department, provides routine information, and/or records messages. Contacts individuals in person or by telephone to obtain information, documents or resolve discrepancies. Assists or informs the public about procedures or policies.

Sorts incoming mail or packages into categories requiring a variety of handling, routine or filing procedures. Assembles and issues supplies, materials, books or other literature in response to requisitions, orders or requests. May deliver/pick up messages, materials or equipment utilizing a cart or hand truck.

Maintains automated or manual tracking systems and follow-up records to ensure timely action.

Maintains reference lists such as mailing lists, telephone numbers or employee records.

Compiles and copies information by using a copier and distributes finished material by mail, facsimile machine, personal delivery, or by inter-office delivery.

May drive on City business as necessary.

Ensures Department services are provided with exceptional customer service and the highest level of ethical standards.

Assumes responsibility for ensuring the duties of the position are performed in a safe and efficient manner.

Performs other related duties as assigned or as the situation requires.

Minimum Requirements

Knowledge, Skills & Abilities

Experience

Four years of moderately difficult legal secretarial experience. Experience in a civil litigation setting highly desirable.

Education/Training

Graduation from high school or attainment of GED or CHSPE certificate, supplemented by coursework in computer applications, business practices and procedures, or office practices.

Legal Secretary Certificate or Associate's Degree highly desirable.

License(s)/Certification(s)

Valid Class C California driver's license may be required for some positions in this series.

Knowledge of:

Basic mathematical operations such as addition, subtraction, multiplication and division.

Civil litigation court proceedings and deadlines for federal and state courts.

English grammar usage, spelling, punctuation, and business vocabulary.

Legal terminology.

Rules for formatting, filing, and serving legal documents for federal and state courts.

Standard office procedures.

Skill in:

Making independent judgments and decisions based on standard policy or procedure.

Organizing and prioritizing work.

Utilizing software used within the City Attorney's Office including, but not limited to, Microsoft Office (with demonstrated proficiency in Word, Excel, and PowerPoint), Abacus, Legal Solutions, Filemaker, or other database applications, Vision or other calendaring programs, and document management software.

Ability to:

Providing exceptional customer service to those utilizing the services of the City Attorney's office.

Compose/write materials such as business letters and memos in English.

Develop necessary skills from on-the-job training and meet the standards of performance for the classification by the end of the probationary period.

Establish and maintain a filing system.

Establish smooth working relationships and resolve interpersonal conflicts.

Format information such as lists, tables, documents and correspondence.

Handle confidential information with discretion.

Maintain accuracy while performing a high volume of very detailed, repetitious work under strict deadline pressures.

Model and practice the highest standards of ethical conduct.

Prepare spreadsheets, charts and graphs utilizing a personal computer and automated spreadsheet software.

Prioritize workload to meet deadlines.

Proofread and to use reference books as reading or writing aids.

Read, write, communicate effectively and comprehend directions in English.

Type accurately at 40 words per minute net.

Utilize electronic calendaring.

Word process general correspondence and reports using a personal computer and word processing software applications.

Other Characteristics

Willingness to:

Work overtime as required or requested.

Assume responsibility for maintaining a safe working environment.

Promotional Eligibility

Any City of Glendale employee who meets the minimum qualifications for this position, has completed probation or six months of City employment and is occupying a permanent full-time classification on file in the Human Resources Office. Hourly City employees may be considered, provided that they furnish proof of continuous employment immediately preceding the final filing date, which would equal a minimum of six months of full-time service or 1040 part-time hours. (Civil Service Rule VIII 4-E).

Note

An equivalent combination of experience, education and/or training may substitute for the listed minimum requirements.

Exceptional Customer Service Policy

The City of Glendale places a high importance on quality customer service and prides itself for the high level of services it provides by every employee of the organization. As employees of the City of Glendale, we are committed to providing our diverse community and each other with courteous, considerate, and personal attention.

Please click on the link to read the Exceptional Customer Service Policy.

Selection Process

EVALUATION OF APPLICATION: All applications, resumes and submitted reference materials will be reviewed and evaluated and only the best-qualified candidates based on applicable experience will be invited to the selection process.

PERFORMANCE EXAM: (PASS/FAIL) To evaluate the candidate's ability to type at least 40 words per minute (net).

WRITTEN EXAM: (PASS/FAIL) To evaluate the candidate's ability to be successful in this position. Exam will be relevant to the duties of this position. Due to the large amount of applications anticipated, only the top scoring candidates who achieve a minimum passing score of 70.00% on the written exam will be invited to the further stages of the examination process.

ORAL INTERVIEW: (Weight of 100%) To evaluate the applicant's experience, education, and general background for the position.

TIME AND PLACE OF THE EXAMINATION WILL BE ANNOUNCED. Any evaluation will be based on the candidate's education and experience as related to the position. Any examination will be to evaluate the candidate's education, experience, knowledge and skills for the position. The City of Glendale reserves the right to modify the above stated examination components and/or weights. Should this be necessary, the candidates will be notified of the specific examination components and weights prior to the administration of any examination. The selected candidate will be subjected to a background check including Livescan fingerprinting. The City of Glendale conforms with State and Federal obligations to make reasonable accommodation for applicants and employees with disabilities. The Human Resources Department asks that it be advised of special needs at least five days prior to the first test part so that a reasonable accommodation may be made. The provisions of this bulletin do not constitute an express or implied contract. In compliance with the Immigration Reform and Control Act of 1986, the City of Glendale requires that all new employees provide documentation to establish both work authorization and identity.