Legal Administrative Assistant I/II (Legal Secretary)

City of San Jose; San Jose (CA); On-site; USD 45,000 - 75,000; Full time

Job summary

An established industry player is seeking a motivated Legal Administrative Assistant to join their dynamic team. This role involves performing essential legal secretarial duties, ensuring accuracy and quality in document preparation, and supporting attorneys in a fast-paced environment. The ideal candidate will possess strong communication skills, be proficient with various software applications, and demonstrate a commitment to customer service. If you are looking to contribute to a vibrant and innovative workplace while advancing your career in the legal field, this opportunity is perfect for you.

Qualifications

• Two years of experience in legal administrative assistant work.
• Strong knowledge of legal procedures and court rules.

Responsibilities

• Perform legal secretarial duties including transcribing and e-filing documents.
• Maintain calendars and organize information for attorneys.

Skills

Legal Document Preparation

Communication Skills

Computer Skills

Customer Service

Problem Solving

Education

High School Diploma or GED

Tools

MS Outlook

MS Word

MS Excel

MS PowerPoint

MS Access

Job description

Our diverse and inclusive workforce of more than 7,000 employees play a key role in the success of San José, the heart of the Silicon Valley. All City of San José employees work together as one team to make San José a vibrant, innovative, and desirable place to live and work.Visithere to learn more about our One Team Leadership Values and Expectations, including quality and excellent customer service and hereto learn more about San José.

The City of San José is an equal opportunity employer. Applicants for all job openings will be considered without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran statusor any other consideration made unlawful under any federal, state or local laws. The City of San José is committed to offering reasonable accommodations to job applicants with disabilities. If you need assistance or an accommodation due to a disability, please contact us at 408-535-1285, 711 (TTY), or via email at [e-mail].

About the Department

The Office of the City Attorney is committed to providing excellent legal services, consistent with the highest professional and ethical standards, to the City with the goal of protecting and advancing its interests in serving the people of San José. The Office is seeking a motivated individual with the ability to work independently and also in a team environment.

Position Duties

This position is responsible for performinglegal secretarial duties requiring both sound judgment and good technical skills. These duties may include, but are not limited to, transcribing, preparing, processing, and e-filing pleadings/briefs in the various state and federal courts; preparing and processing correspondence, contracts, ordinances, resolutions, City Council memoranda, and other legal documents and instruments; maintaining calendars for attorneys; answering telephones and contacting other offices to provide, obtain, and/or coordinate information and/or appearances; performing office filing; and organizing and maintaining a wide variety of information and materials in support of attorneys. The skill level of this position places strong emphasis on accuracy, quality, and attention to detail. A strong knowledge base of legal procedures and court rules (federal and state) is desirable. This position involves a variety of legal matters including civil litigation, workers' compensation, and all aspects of municipal law. Incumbent must be proficient in the use of personal computers and able to work with various types of software in the Microsoft Windows environment.

The selection process will include an evaluation of the applicant's training and experience based on the application, resume, and answers to the job-specific questions. Only those candidates whose backgrounds best match the position will be forwarded to the interview phase. You must answer all job-specific questions to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration.

Minimum Qualifications

Education and Experience

Legal Administrative Assistant I
Completion of high school or equivalent (General Education Development [GED] Test or California Proficiency Certificate) AND two (2) years of experience in legal administrative assistant work preparing and formatting legal documents such as pleadings, briefs, contracts, ordinances, resolutions or other transactional documents.

Legal Administrative Assistant II
Completion of high school or equivalent (General Education Development [GED] Test or California Proficiency Certificate) AND three (3) years of experience in legal administrative assistant work preparing and formatting legal documents such as pleadings, briefs, contracts, ordinances, resolutions or other transactional documents.

Other Qualifications

Competencies
The ideal candidate will possess the following competencies, as demonstrated in past and current employment history. Desirable competencies for this position include:

• Job Expertise - Demonstrates knowledge of and experience with applicable professional/technical principles and practices, Citywide and departmental procedures/policies and federal and state rules and regulations.
• Communication Skills - Effectively conveys information and expresses thoughts and facts clearly, orally and in writing; demonstrates effective use of listening skills and displays openness to other people's ideas and thoughts.
• Computer Skills - Experienced with common business computer applications including but not limited to: MS Outlook, MS Word, MS PowerPoint, MS Access, and MS Excel.
• Teamwork & Interpersonal Skills - Develops effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills.
• Customer Service - Demonstrates the ability to anticipate customers' needs and deliver services effectively and efficiently using professional demeanor.
• Initiative - Exhibits resourceful behaviors toward meeting job objectives; anticipates problems, is proactive, and avoids difficulties by planning ahead; displays willingness to assume extra responsibility and challenges; pursues continuing education opportunities that promotes job performance.
• Multi-Tasking – Can handle multiple projects and responsibilities simultaneously; has handled a wide variety of assignments in past and/or current position(s).
• Problem Solving – Approaches a situation or problem by defining the problem or issue; determines the significance of problem; collects information; uses logic and intuition to arrive at decisions or solutions to problems that achieve the desired outcome.
• Reliability - Completes quality work assignments in a timely and efficient manner; fulfills responsibilities and maintains confidentiality as appropriate.

Additional Information:

Employment Eligibility: Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of San Jose will NOT sponsor, represent or sign any documents related to visa applications/transfers for H1-B or any other type of visa which requires an employer application.

You must answer all job-specific questions to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration. Applicants are expected to write their own essays/responses. Please be advised that use of AI content in your responses may result in your removal from the hiring process.

Please note that applications are currently not acceptedthrough CalOpps or any other third party job board application system.

This recruitment may be used to fill multiple positions in this, or other divisions or departments. If you are interested in employment in this classification, you should apply to ensure you are considered for additional opportunities that may utilize the applicants from this recruitment.

Please allow adequate time to complete the application and submit before the deadline or the system may not save your application. If your online application was successfully submitted, you will receive an automatic confirmation email to the email address you provided. IF YOU DO NOT RECEIVE THE CONFIRMATION, please email [e-mail] and we will research the status of your application.