Legal Secretary

Job Description:

Legal Secretary

Description

SOUTH COAST AQMD AND JOB OVERVIEW

South Coast Air Quality Management District (South Coast AQMD) is one of the largest and most technologically sophisticated environmental regulatory agencies in the nation, serving a four-county region that includes Los Angeles, Orange County, Riverside and San Bernardino counties, and the Coachella Valley. South Coast AQMD's headquarters is located in Diamond Bar, 30 miles east of downtown Los Angeles, at the junction of the 57 and 60 Freeways. With a highly diverse "Clean Air Team" of over 850 employees, an annual budget of $215.5 million, and a state-of-the art air quality laboratory, our mission is to ensure clean air and a healthy environment. South Coast AQMD is an organization you can be proud to work for -- we make a difference in the quality of life in Southern California!

South Coast AQMD is committed to creating and maintaining a work environment that appreciates the unique backgrounds, skills, and experiences of our employees and fosters professional development and growth. South Coast AQMD respects the ideas and perspectives of our stakeholders and works to bring them together toward the common goal of clean air.

ABOUT THIS POSITION

Under general supervision, Legal Secretaries work in our Legal Department and perform a wide variety of difficult and complex legal secretarial duties for one or more assigned attorneys. We need a responsible team player with a "can-do" attitude who is flexible, dependable, detail-oriented, organized, and can multi-task in a busy legal office environment.

The Legal Department is responsible for preparing and litigating cases against violators of South Coast AQMD regulations, negotiating appropriate settlement agreements, representing South Coast AQMD before a variety of special boards and governing bodies, and providing advice and counsel to South Coast AQMD staff on a wide range of enforcement-related topics. The Legal office represents South Coast AQMD in civil and administrative legal proceedings and provides legal counsel and representation to the Executive Officer and Governing Board on matters relating to South Coast AQMD policy.

EXAMPLE OF DUTIES

The general Example of Duties for this classification are highlighted below, for full description of duties please refer to the job description linked here .

• Types from draft, rough notes, verbal instructions, shorthand notes or taped dictation, and 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 Acknowledgment and Receipt, Request for Dismissal, and letters to the 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.
• Types, files and serves all South Coast AQMD legal documents to be heard before the Hearing Board.
• Dates and files routine correspondence for Hearing Board cases and notifies the Clerk of the Board and deputy counsels when continuances occur; and maintains liaison with the Clerk of the Board regarding the calendar of hearings and cases.
• Composes cover letters, on request, for transmission of rules and regulations, transcripts, litigation, contracts, etc.
• Assists in composition of correspondence, pleadings and opinions; initiates correspondence, as requested, composing letters for signature.
• Maintains a calendar system reflecting filing dates, appointments and response dates for deputy counsels; makes routine appointments and notifies parties involved, confirming with correspondence, as required.
• Answers telephone and provides information; refers the caller to proper individual when not personally able to provide requested information.
• May develop and recommend forms and procedures regarding functions and activities for the Legal Department.
• Receives payment for penalties, makes appropriate notations in case files and forwards monies to the Administrative Secretary/Legal.
• As necessary, operates word processing equipment.
• May relieve Administrative Secretary/Legal of office administration activities, as necessary and required.

MINIMUM AND DESIRABLE QUALIFICATIONS

DESIRABLE QUALIFICATIONS

In addition to the MINIMUM QUALIFICATIONS which follow, the most competitively qualified candidates will possess:

• Significant civil litigation and trial experience as a legal secretary, reporting to multiple attorneys.
• Experience as a legal secretary in the field of environmental or regulatory law (specific experience with CEQA (California Environmental Quality Act) litigation is a plus).
• Thorough knowledge of State and federal court filing requirements, including e-filing.
• The ability to effectively organize and juggle multiple competing priorities and deadlines.
• Setting up, processing, and maintaining case files from initiation to closure.
• The ability to exercise good judgment and discretion in handling highly confidential matters.
• Advanced proficiency with Microsoft Office programs, particularly Excel, as well as computer programs for legal research and database administration, and online filing platforms.
• Proficiency with the English language, demonstrating exceptional oral and written communication skills.
• Strong customer service skills and ability to interact diplomatically on the phone and in person.
  

MINIMUM QUALIFICATIONS

SKILLS: Sufficient skills to type 45 net words per minute; take dictation at a rate of 80 words per minute may be required. ( The typing certificate must be attached to the application. Please click here to review typing certificate requirements.)

EXPERIENCE:

Two years of experience performing a wide variety of difficult and complex legal secretarial duties in a legal office

- OR -

Four years of progressively responsible clerical experience, three years of which must have included transcribing, typing and processing of legal documents and reports.

SUBSTITUTION: Completion of 18 semester (27 quarter) units from an accredited college or university in secretarial sciences, office practices, business education or 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 for one year of experience.

KNOWLEDGE OF: Legal terminology used in legal secretarial work; legal procedures and practices involved in composing, processing and filing a variety of legal documents and reports; standard legal references and their content; correct English usage, grammar, spelling, vocabulary, and punctuation to prepare correspondence and proofread finished copy; modern office and recordkeeping practices; standard office machines and automated equipment.

ABILITY TO: Transcribe oral and written material accurately and expeditiously; prepare, format, and type legal documents and reports; understand and follow verbal and written instructions; communicate effectively with the public, South Coast AQMD employees, and others to obtain and transmit information and explain South Coast AQMD regulations and legal procedures; maintain accurate and complex case files and records; operate standard office machines which may include data entry terminals, microcomputers and word processors.

OTHER IMPORTANT INFORMATION

APPLICATION PACKETS MUST INCLUDE

A typing certificate. The typing certificate must be attached to the application. Please click here to review typing certificate requirements.A completed employment application covering at least the past 10 years of employment history (or longer if you have other relevant experience), and your entire South Coast AQMD employment history if you are a South Coast AQMD employee.Responses to the Supplemental Questionnaire (SQ). The SQ is a form of written test and will be evaluated as such. Your responses should be well written, clear, concise, and directly responsive to the question.Up to four references which include the names and phone numbers of your present and past supervisors or managers, and/or college professors or persons for whom you have directly provided services, not peers .An unofficial copy of your transcripts (or equivalency evaluation if your education was obtained outside the U.S.), documenting all qualifying education claimed, submitted as an attachment to your online application* .

*You MUST submit acceptable documentation for all education claimed on your application. Acceptable documentation consists of an unofficial copy of your transcripts/equivalency evaluation attached to your application . At a later date, candidates under final consideration will be required to arrange for original, official transcripts (or equivalency evaluation, if applicable) to be mailed directly from their college/university to South Coast AQMD, documenting all education claimed on their application.

Job applications must be completely filled out. A resume cannot be substituted for the required information . Be sure to detail any education, training or other relevant coursework that would make you a particularly strong candidate.

THE SELECTION PROCESS

Application packets, including responses to the Supplemental Questionnaire, will first be screened, and the most competitively qualified candidates will be invited to a performance-based skills testing to evaluate: basic MS Word skills, and legal proofreading skills . Candidates who pass the exam will advance to the next step in the process, which may include a panel interview. (Please note that some assessments may be conducted remotely).

Following the assessment process, an unranked eligible list is expected to be created, from which current and future vacancies may be filled, during the 6-12-month life of the list. Only those who demonstrate they are among the most competitively qualified, at each successive step of the selection process, will be advanced to the next step. (Meeting the minimum requirements does not guarantee an invitation to the next step.)

Important note for potential candidates who do not have the continued and unrestricted right to work full time in the United States: If you currently, or will in the future, require sponsorship (i.e., H1-B Visa) in order to maintain your right to work in the United States, you are welcome to participate in this recruitment process, this position is not eligible for visa sponsorship.

South Coast AQMD reserves the right to add, delete, and modify any elements of the selection process as deemed appropriate, based on the number and quality of applicants at each step.

Please call Human Resources at least one week in advance if you might need an accommodation at any step during the selection process. If you have any questions regarding this recruitment, please contact Human Resources Department at (909) 396-2800.

CONFIDENTIAL EMPLOYEE BENEFIT OVERVIEW

BENEFIT

DESCRIPTION

Monthly Benefit Allotment

$2,060, to purchase medical, dental, and life insurance, with unused portion paid to you as cash. Your insurance coverage becomes effective on the first of the month following completion of 30 days of continuous service. Dependent children may be covered to age 26 on medical, dental and vision plans.

Medical Health Plans

Blue Shield PPO

Blue Shield PPO Savings Plus 2250 (High Deductible Plan)

Blue Shield HMO

Kaiser HMO

Kaiser HSA HMO 1500 (High Deductible Plan)

Dental Plans

Delta Dental PPO (without orthodontic benefits)

Delta Dental PPO (with orthodontic benefits for children only)

DeltaCare (PMI) Dental

Vision Plan

EyeMed - Optional

Life Insurance

$25,000 Term Life Insurance

(Optional additional life insurance, paid by you, at 1X, 2X, or 3X your salary)

Employee Assistance Program (EAP)

Claremont EAP, powered by Uprise Health. EAP benefits are avilable to all employees and their families at no cost. The EAP offers confidential advice, support, and practical solutions to real-life issues. Services offered: confidential therapy, 24-hour crisis help and online peer support group.

Accidental Death & Dismemberment

Optional

Long-Term Disability Coverage

Paid by South Coast AQMD

Employee-Paid Long-Term Care Plan

Optional

Section 125

Optional Plans (Medical Reimbursement; Dependent Care)

Work Schedule

Four 10-hour days, Tuesday through Friday

Vacation

80 hours per year, increasing to 120 after five years

Holidays

13 paid holidays per year

Administrative Leave

10 hours per year

Sick Leave

100 hours per year

Other Leaves

Bereavement; Jury Duty; Military; Witness

Tuition Reimbursement

Reimbursed up to $5,000 per year

Deferred Compensation (457 Plan)

South Coast AQMD matches, dollar for dollar, 100% of your regular contribution, up to the $8,800 maximum for regular plan

Retirement

2.5% @ 67 defined benefit plan - Applies to employees hired on or after January 1, 2013 who, at time of hire, were not members of the San Bernardino County Employees' Retirement Association (SBCERA) or another public employee retirement system through which reciprocity may be established.

2.0% @ 55 defined benefit plan - Applies to employees who, prior to January 1, 2013, were active members of SBCERA or another public employee retirement system through which reciprocity may be established.

Employees pay only the Medicare portion of Social Security.

01/01/2024

Closing Date/Time: 10/2/2025 11:59 PM Pacific

Salary:

$63,807.66 - $88,053.36 Annually