Job Details

Administrative Secretary/Legal

Company name

South Coast Air Quality Management District

Organization Type

Government

Job Type

Legal Staff

Date Last Verified

Feb 19, 2020

Valid Through

Jun 03, 2020

Posted on

Jan 05, 2020

Min Salary/Max Salary

USD 59017 to 77127 Annually

Years of Experience

Min 2 yrs required

Location

Diamond Bar, CA, United States

Employment Type

Full-time

Industry

Legal
Practice Area
Litigation >> Litigation - General/Commercial
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Profile

Administrative Secretary/Legal
DUTIES: Supervises the assignment of clerical workload to the secretarial and clerical staff; coordinates work overloads; assumes the most difficult and complex clerical responsibilities. Manages caseload assignments, keeping records of Notices of Violation; after review, prepares dockets; determines appropriate allocation of Notices based on deputy counsels' workloads; develops and maintains records of deputy counsels' caseloads. Receives payment for penalties, logging information in financial records and in Legal Department's bimonthly reports; routes penalty fines to Finance and reports settlements and amounts of settlements to Engineering and Compliance. Drafts, for Legal Department management's or deputy counsels' review, interrogatories, requests for admissions, and motions, as needed. Prepares statistical reports. Orders office supplies. Coordinates responses to Public Records Act, requests and Subpoenas Duces Tecum. Logs in contracts; reviews for form and grammar, checks to determine whether appropriate procedural review has been followed; keeps master file. Reviews incoming correspondence and determines if backup data is necessary before forwarding. Logs in Board letters; reviews and accounts for all Board letters prior to review by Legal Department management. Types from draft, rough notes, verbal instructions, shorthand notes or taped dictation, a variety of correspondence and legal documents. Compares dictated legal references with actual reference materials to ascertain that citations are accurate. Independently prepares and transmits legal documents such as: Summons, Request for Acknowledgement and Receipt, Request for Dismissal and letters to Marshal for service; transmits documents to the court for filing, conforming and return. Collects and organizes resource material involving complex or specialized legal considerations; organizes and maintains files of correspondence and legal documents including cross-reference index files. Composes cover letters, on request, for transmission of rules and regulations, transcripts, litigation, contracts, etc. Assists in composition of correspondence, pleading and opinions; initiates correspondence as requested, composing letters for signature. Maintains a calendar system reflecting filing dates, appointments and response dates for Legal Department management; makes routine appointments and notifies parties involved with correspondence as required. Answers telephone and provides information; refers caller to proper individual only when not personally able to provide requested information. Reviews forms and procedures regarding legal function and activities. As necessary, operates word processing equipment. Relieves Legal Department management and legal staff of office administrative activities, as necessary and required.

Qualification and Experience

REQUIREMENTS: EITHER I- 2 years experience as a Legal Secretary -OR II- 4 years of experience performing complex and highly responsible secretarial duties, two years of which must have included performing the complete range of legal secretarial duties.
SUBSTITUTION: Completion of 18 semester (27 quarter) units from an accredited college in secretarial sciences, office practices, business education or a closely related field with an emphasis on legal secretarial course work; or completion of 360 hours of training from a recognized occupational training program in legal secretarial sciences, business education or a closely related field may be substituted for 1 year of experience.
KNOWLEDGE OF: Legal requirements in drafting, filing and serving civil actions, reviewing Points and Authorities and Shepardizing cases, and legal procedures in Writ of Mandamus actions as well as general litigation procedures; legal office administration; standard legal references and their content; business English, modern office procedures and equipment. ABILITY TO: Interpret and explain policies, procedures and regulations; transcribe oral and written material accurately and expeditiously; organize and carry out projects with minimal instruction; compose correspondence independently, subject to attorney review; keep complex records and prepare reports on matters such as productivity, budgets, etc.; meet public and high level officials in situations requiring tact and diplomacy. SKILLS: Sufficient skills to type 45 net wpm; take dictation at a rate of 80 net wpm may be required.

Company info

Hiring Coordinator
South Coast Air Quality Management District
21865 Copley Drive
Diamond Bar, CA 91765

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