Legal Office Assistant I/II - Sheriff's Office

Please note the following:  

• This recruitment is for a Legal Office Assistant I/II working  in the Coroner's Office.
• The successful candidate for this position will be required to undergo a detailed background investigation.
• California's minimum wage is set to increase for employers of all sizes on January 1, 2021.  The state's minimum wage for employers with 26 employees or more will be increased to $14 an hour.

 Under general supervision, provides a variety of routine to difficult legal office support to various County offices, which is often confidential and may include receptionist duties, document processing, typing, word processing, computer entry, recordkeeping and filing; performs related work as assigned.

DISTINGUISHING CHARACTERISTICS 

Legal Office Assistant I ($14.00-$17.29 Hourly) is the entry level class of this legal office support series. Initially under close supervision, incumbents learn general and legal office and County procedures. As experience is gained, there is greater independence of action within established guidelines. This class is alternately staffed with Legal Office Assistant II and incumbents may advance to the higher level after gaining experience and demonstrating proficiency which meet the qualifications of the higher level class.

Legal Office Assistant II  ($15.04-$19.30 Hourly) is the journey level class of this series, fully competent to independently perform a variety of responsible legal office support duties. Specific duties, including the amount of typing, word processing, use of on-line or personal computers and contact with the public will vary with the organizational unit to which assigned. This class is distinguished from Senior Legal Office Assistant in that the latter assigns, directs and reviews the work of a small legal office support staff or performs the most difficult, technical, complex and/or specialized legal or court office support duties which require an additional definable body of technical knowledge or skill.

• Reads and processes various legal documents such as court calendars, court orders, booking slips, probation reports, criminal records, petitions, proofs of service, garnishments, arrest warrants and other legal information for maintaining records. Verifies, codes, edits, enters and retrieves legal data and prepares reports from an on-line or personal computer system following established formats; may access confidential statewide data files.
• Reviews legal documents, arrest or incident records, probation reports, files and cases to identify inaccurate, inconsistent and unclear codes, data and other information; notifies appropriate staff and may participate in resolving problem situations; checks court and legal documents for proper authorization and obtains missing signatures; refers documents to the proper Superior Court judge; issues marriage licenses, fictitious business name statements and other documents.
• Compiles data from multiple sources to complete and process legal forms, documents and reports in accordance with established procedures.
• Types correspondence, reports, forms and specialized documents related to the functions of the organizational unit to which assigned from drafts, notes, dictated tapes, or brief instructions, using a typewriter or word processor; may compose standard correspondence from brief instructions; may enter and retrieve information from an on-line computer system.
• Proofreads and checks typed and other materials for accuracy, completeness, compliance with departmental policies, and correct English usage, including grammar, punctuation, and spelling.
• Establishes and maintains office and case files; researches and compiles information from such files; closes and purges files according to established procedures.
• Receives and screens visitors and telephone calls and takes messages, often in difficult or emergency circumstances; provides information regarding County or unit activities and functions to clients, the public and other staff which may require the use of tact and discretion or the interpretation of policies, procedures or guidelines; maintains confidentiality of information.
• Operates standard office equipment, including word processors, facsimile equipment and central telephones.
• May perform general office support activities such as opening and distributing mail, processing outgoing mail, receiving and processing fees, fines or other monies, and ordering office supplies.

NOTE: The level and scope of the knowledge and skills listed below are related to job duties as defined under Distinguishing Characteristics.

Knowledge of: 

• Legal documents, forms and terminology.
• Policies and procedures related to the department to which assigned.
• Business data processing principles and the use of word processing or personal computing equipment.
• Business letter writing and the standard format for typed materials.
• Office practices and procedures, including filing and the operation of standard office equipment. Record keeping principles and practices.
• Correct English usage, including spelling, grammar and punctuation.
• Business arithmetic, including percentages and decimals, and basic bookkeeping practices.

Skill in: 

• Reading and understanding legal and court documents and extracting relevant information.
• Performing detailed legal office support work accurately.
• Composing routine correspondence from brief instructions.
• Operating standard office equipment, including a word processor and computer terminal. Using initiative and sound independent judgment within established guidelines. Prioritizing work and coordinating several activities.
• Dealing tactfully and effectively with a variety of individuals, some of whom may be hostile or irate and/or from varying ethnic and socio-economic backgrounds.
• Organizing and maintaining accurate files and records.
• Making accurate arithmetic calculations. Understanding and carrying out oral and written directions.

Other Requirements: 
Specified positions may require skill in typing accurately at a rate sufficient to produce final documents and enter information into a computer system. Specified positions may require possession of a valid California driver's license. Specified positions may require evening or off shift work, and may require acting as matron. Specified positions may require being able to pass a detailed background review.

Desirable Education and Experience: 
A typical way to obtain the knowledge and skills outlined above is:

Legal Office Assistant I: One year of general clerical or office assistant experience.

Legal Office Assistant II: In addition to the above, one year of experience which required the use of legal terminology and concepts to provide a variety of office support at a level equivalent to the County's class of Legal Office Assistant I.CalPERS Retirement

• Tier I: Prior to 7/5/2012: 2.7 @ 55
• Tier II: Post 7/6/2012: 2.0 @ 55
• Tier III: Post 1/1/2013: 2.0 @ 62

 
Selection Procedure
The County’s Human Resources system operates by a set of rules and procedures which ensure that employees are hired and promoted on the basis of merit and fitness for the job.   Jobs are filled through competitive examinations.
A complete online application is required for this position. All application materials will be reviewed by a panel of subject matter experts. Those candidates considered to be the most qualified, based on the application materials submitted, will be invited to a written and/or oral examination, or an evaluation of education and experience.
 
Policy of Nondiscrimination
The County of Humboldt does not discriminate on the basis of mental or physical disability in the admission or access to, treatment or employment in, its programs or activities. Human Resources is wheelchair-accessible by entering the Courthouse from the ramp located on the east side of the building next to the marked handicapped parking. Special testing arrangements may be made to accommodate disabilities or religious convictions. Contact Human Resources at (707) 476-2349 well in advance of the examination for assistance.
 
The County is an equal opportunity employer. We enthusiastically accept our responsibility to make employment decisions without regard to race, religion or religious creed, color, age, sex, sexual orientation, national origin, ancestry, marital status, medical condition, mental or physical disability, military service, or any other classification protected by federal, state, or local laws or ordinances. Reasonable accommodation may be made in the testing procedure as well as the work site. If you need accommodation for an exam due to a disability, please contact the Human Resources office as soon as possible.
 
How to Apply
A complete, original application must be filed for each position you are interested in applying for.   Applications may only be submitted online through the County’s automated application system at http://www.humboldtgov.org/hr no later than the final filing date listed on the job flyer.  All applications are screened by subject matter experts.  The most qualified candidates may then be invited for further testing.  
 
It is important that your application show all the relevant experience and education you possess.
 
Please read the job requirements section of the announcement.  Be sure you meet these requirements since they will be carefully evaluated during the selection process.  Your performance in this examination will be compared with the performance of others who take the test.  All candidates who pass will be ranked according to their scores.  The examination results will be emailed to you as quickly as possible.  Scores will be provided in writing only.
 
MEDICAL EXAMINATION:  A pre-employment medical examination provided by the County may be required upon offer of employment.
 
OTHER EXAMINATIONS:  Some positions also require psychological evaluation and/or extensive background investigation.
              
LICENSES:  Some classifications require possession of valid professional and/or technical licenses.   Some classifications may require the possession of a valid California driver’s license.
 
PROBATIONARY PERIOD:  Persons appointed to regular County positions serve a probationary period.  This is normally six months, but may be up to one year.   All designated safety employees serve a one year probationary period.
 
EMPLOYMENT ELIGIBILITY:  It is the County’s intention to hire only those workers who are authorized to work in the United States, pursuant to the Immigration Act of 1990.  If you are offered employment you will be required to verify your eligibility to work in the United States.  For law enforcement positions you will be required to verify your U.S. citizenship or legalized status.
 
The County is an equal opportunity employer. We enthusiastically accept our responsibility to make employment decisions without regard to race, religion or religious creed, color, age, sex, sexual orientation, national origin, ancestry, marital status, medical condition, mental or physical disability, military service, or any other classification protected by federal, state, or local laws or ordinances. Reasonable accommodation may be made in the testing procedure as well as the work site. If you need accommodation for an exam due to a disability, please contact the Human Resources office as soon as possible.
 
All County of Humboldt employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109).  Employment with the County requires the affirmation of a loyalty oath to this effect.  Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.
 
THE PROVISIONS OF THIS BULLETIN DO NOT CONSTITUTE AN EXPRESS OR IMPLIED CONTRACT.  THE COUNTY OF HUMBOLDT RESERVES THE RIGHT TO MAKE NECESSARY MODIFICATIONS TO THE EXAMINATION PLAN IN ACCORDANCE WITH THE HUMBOLDT COUNTY MERIT SYSTEM RULES.

Salary : $14 - $19