1460-Legal Secretary II

Job description

CITY AND COUNTY OF SAN FRANCISCO

DEPARTMENT OF HUMAN RESOURCES

Title: Legal Secretary II

Job Code: 1460

INTRODUCTION

Under general supervision, provides legal secretarial and administrative services of an extremely difficult, responsible and confidential nature for an attorney's office; may supervise a small group of legal secretaries or serve as a lead worker; and performs related duties as required.

DISTINGUISHING FEATURES

This class performs the most difficult legal secretarial duties. Incumbents in this class serve as a resource and lead worker.

SUPERVISION EXERCISED

May supervise a small staff of employees in class 1458 Legal Secretary I.

MAJOR, IMPORTANT, AND ESSENTIAL DUTIES

According to Civil Service Commission Rule 109, the duties specified below are representative of the range of duties assigned to this job code/class and are not intended to be an inclusive list.

1. Transcribes the most difficult and complex legal dictation from Dictaphone or longhand notes, minutes, interviews and telephone messages; or takes and transcribes dictation from shorthand notes.

2. Prepares and edits a wide variety of legal documents in proper format including pleadings, briefs, correspondence, subpoenas, contracts, jury instructions and complaints, utilizing multiple word processing systems.

3. Abstracts information from various sources and puts general information into proper legal form.

4. Assures that legal clerical work in assigned area is completed by deadlines; serves as resource person and may provide training for clerical personnel.

5. May plan, assign, coordinate and review the work of a small staff of legal secretaries.

6. Opens, maintains, monitors and closes legal case files; maintains correspondence and record files.

7. Maintains attorney appointment calendars; keeps abreast of important court dates and files legal documents with courts as mandated; assures complaints are responded to in a timely manner.

8. Screens office and telephone calls; personally assists callers by providing information when possible and exercises considerable judgment and discretion in dealing with confidential matters.

9. Performs related duties as required.

IMPORTANT AND ESSENTIAL KNOWLEDGES, SKILLS, AND ABILITIES

Knowledge of: technical practices and procedures; knowledge of filing systems; knowledge of legal terminology; knowledge of legal documents and forms; knowledge of legal office procedures and practices including business English.

Ability and Skill to: operate modern office equipment; ability to take transcription; ability to independently compose correspondence; ability to understand and follow directions; ability to proofread and solve problems; computer/typing/keyboarding skills; written and oral communication skills: mathematical computations; type to complete 55 net words per minute; transcribe legal matters by taking shorthand or type from machine transcription.

MINIMUM QUALIFICATIONS

These minimum qualifications establish the education, training, experience, special skills and/or license(s) which are required for employment in the classification. Please note, additional qualifications (i.e., special conditions) may apply to a particular position and will be stated on the exam/job announcement.

Education:

Experience:

Three (3) years of verifiable experience as a legal secretary transcribing dictation and typing legal documents including petitions, motions, briefs, complaints and other legal forms; AND

Ability to type 55 net WPM

NOTE: The ability to transcribe legal matters accurately from a transcribing machine with no more than a 2% error rate may be required by some departments as a special condition.

License and Certification:

Substitution: A certificate of completion in legal secretarial skills from a recognized college, university, or training program, which involved learning legal terminology and legal formats and forms, may substitute for six (6) months of the required legal secretarial experience. Proof of satisfactory completion must be submitted at the time of filing.

SUPPLEMENTAL INFORMATION

PROMOTIVE LINES

FROM: 1458 Legal Secretary I

ORIGINATION DATE: 02/22/1988

AMENDED DATE: 04/22/2008; 03/24/2016

REASON FOR AMENDMENT To accurately reflect the current tasks, knowledge, skills and abilities defined in the most recent job analysis conducted for this job code.

BUSINESS UNIT(S): COMMN SFMTA SFCCD SFUSD

Standard information

Disaster service work

All City and County of San Francisco employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City 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.

Historic and future compensation