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Career Opportunity

1458 Legal Secretary I – (C00261)

Recruitment: REF39889L

Published: April 08, 2024

Contact:

Hana Mendoza - Hana.Mendoza@sfgov.org

Apply using SmartRecruiters, the City and County of San Francisco's application portal Learn More

Department: Human Resources
Job class: 1458-Legal Secretary I
Salary range: $89,778.00 - $109,122.00
Role type: Permanent Civil Service What does this mean?
Hours: Full-time
Exam type: Class Based Test
Rule: Contact us for more information
List type: Entrance
 

About:

This job ad will be extended to 4/14/24. 

 

This is a Citywide recruitment. 

• Application Opening: 4/1/24
• Application Deadline: 4/14/2024 (11:59 PM)
• Compensation Range: $89,778 to $109,122 (Class and Compensation Information)
• Recruitment ID: CBT-1458-C00261)

• Full Time
• Exam Type: CBT 
• Eligible List Type: Entrance
• Certification Rule: 10
• Fill Type: Permanent Civil Service
• Work Hours: Regular
 

San Francisco is a vibrant and dynamic city, on the forefront of economic growth & innovation, urban development, arts & entertainment, as well as social issues & change. This rich tapestry of culture and ideas is sustained by our City's commitment to heighten the quality of life for the diverse population of San Franciscans and residents of the greater Bay Area. Our employees play an important role not only in making our City what it is today, but also in shaping the future of San Francisco. 

 

Role description

Job Description

1458 Legal Secretary I:  Under supervision, provides legal secretarial and clerical services of a difficult, responsible and confidential nature for an attorney's office; and performs related duties as required. This class is the journey level in the legal secretarial series and is distinguished from other secretarial and clerical classes by its knowledge and continuous use of legal terminology, documents and procedures.

Example of 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. Word Processes and edits a wide variety of legal documents in proper format including pleadings, briefs, correspondence, subpoenas, contracts, jury instructions, complaints, resolutions and ordinances utilizing multiple word processing systems, to prepare a variety of legal documents.

2. Abstracts information from various sources to put general information into proper legal form.

3. Transcribes legal dictation from dicta-phone or longhand notes, minutes, interviews and telephone messages; or takes and transcribes dictation from shorthand notes at a rate of 110 wpm, to prepare legal documents and correspondence.

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

5. 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.

6. Provides information when possible by personally assisting callers, and exercises considerable judgment and discretion in dealing with confidential matters.

7. Prioritize duties and deadlines to accommodate work schedules of a large number of attorneys.

8. Performs related duties as required.

How to qualify

Minimum Qualifications

  • Experience: Two (2) years of verifiable experience as a legal secretary transcribing dictation and typing legal documents including petitions, motions, briefs, complaints and other legal forms; 

AND

  • The 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.

  • 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.

Verification

“Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at https://sfdhr.org/how-verify-education-requirements


Note: Falsifying one’s education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City and County of San Francisco.

All work experience, education, training and other information substantiating how you meet the minimum qualifications must be included on your application by the filing deadline. Information submitted after the filing deadline will not be considered in determining whether you meet the minimum qualifications. Resumes will not be accepted in lieu of a completed City and County of San Francisco application. Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.”

What else should I know?

SELECTION PROCEDURES

I. Application and Preliminary Questionnaire - Complete the application and preliminary questionnaire thoroughly to avoid disqualification. 

II. Multiple Choice Legal Secretary I Exam (weight - 100%) - Candidates whose applications are determined to meet the minimum qualifications will participate in a multiple-choice written exam. The exam will assess the following knowledge, skills, and abilities: Knowledge of: legal office practices, procedures, terminology; business English; filing systems; and Abilities and Skills to: independently compose and comprehend correspondence; understand and follow directions; proofread and solve problems including mathematical computations; communicate effectively both orally and in writing.

This is a standardized multiple-choice examination. In accordance with Civil Service Rule 111.11.4, inspection privileges do not apply to the questions and answers in these examinations. Qualified candidates will be notified of the exact date, time, and place to report to the examination.

Banked Scores
The score you achieve on this examination shall be valid and "banked" for three years, starting from the date of the examination. This means that, during this three-year time-period, you will not be required to take this test again should you apply and be found eligible for a future announcement for which this particular

test is used. If the test for this future announcement is held within one year of the date of this examination, your score will be automatically applied to that announcement. However, after one year, you have the option to either (a) apply your banked test score to the other recruitments that you qualify for or (b) re-take the test. Re-testing is permitted no sooner than one year from the date of the examination and only in association with your eligibility for another announcement for which this test is used. Please note that, should you re-test, your re-test score would become your official score and new banked score.

Eligible List/Score Report: A confidential eligible list of applicant names that have passed the civil service examination process will be created, and used for certification purposes only. An examination score report will be established, so applicants can view the ranks, final scores and number of eligible candidates. Applicant information, including names of applicants on the eligible list, shall not be made public unless required by law. However, an eligible list shall be made available for public inspection, upon request, once the eligible list is exhausted or expired and referrals resolved. The eligible list/score report resulting from this civil service examination process is subject to change after adoption (e.g., as a result of appeals), as directed by the Human Resources Director or the Civil Service Commission.

The duration of the eligible list resulting from this examination process will be 12 months, and may be extended with the approval of the Human Resources Director.

To find Departments which use the 1458 classification, please see click here.

HOW TO APPLY
Applications for City and County of San Francisco jobs are only accepted through an online process. Select the “I’m Interested” button located at the top right of this page. Then, follow the directions on the screen. Complete the application and preliminary questionnaire thoroughly to avoid disqualification. 

Note: Use your legal name when completing the application.  If you are invited to take the exam and the name on your legal ID does match your registered name for the exam, you will not be allowed to take the exam. Also, if you go by a preferred name, make sure all your communication with the analyst includes both your full legal name and your preferred name in parenthesis. Contact the analyst if you have any questions about this.


Important Email Contact Information

Applicants may be contacted by email about this recruitment and, therefore, it is your responsibility to ensure that your registered email address is accurate and kept up-to-date. Also, applicants must ensure that emails from CCSF is not blocked on your computer by a spam filter. To prevent blocking, applicants should set up their email to accept CCSF mail from the following addresses (@sfgov.org, @sfdpw.org, @sfport.com, @flysfo.com, @sfwater.org, @sfdph.org, @asianart.org, @sfmta.com, @sfpl.org, @dcyf.org, @first5sf.org, @famsf.org, @ccsf.edu, @smartalerts.info, and @smartrecruiters.com).

Note: Applicants will receive a confirmation email that their online application has been received in response to every announcement for which they file. Applicants should retain this confirmation email for their records. Failure to receive this email means that the online application was not submitted or received.

Please use the same email when applying to jobs on the job site and make sure your name is spelled the same way on each application. 

Terms of Announcement and Appeal Rights: 
Applicants must be guided solely by the provisions of this announcement, including requirements, time periods and other particulars, except when superseded by federal, state or local laws, rules or regulations. [Note: The correction of clerical errors in an announcement may be posted on the Department of Human Resources website at https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/ .] The terms of this announcement may be appealed under Civil Service Rule 110.4. Such appeals must be submitted in writing to the Department of Human Resources, 1 S Van Ness Avenue, 4th Floor, San Francisco, CA 94103-5413 by close of business on the 5th business day following the issuance date of this examination announcement. Information concerning other Civil Service Commission Rules involving announcements, applications and examination policies, including applicant appeal rights, can be found on the Civil Service Commission website at http://sfgov.org/civilservice/rules.

Additional Information Regarding Employment with the City and County of San Francisco:

Information About the Hiring Process

Conviction History

Employee Benefits Overview

Equal Employment Opportunity

ADA Accommodation

Veterans Preference

Right to Work

Copies of Application Documents

Diversity Statement

Disaster Service Worker

Exam Analyst Information: If you have any questions regarding this recruitment or application process, please contact the exam analyst, Hana Mendoza, at hana.mendoza@sfgov.org.

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.