Legal Executive Secretary

2 weeks ago

Glendale, United States City of Glendale, CA Full time

**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**

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.

**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 v

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