Legal Office Assistant I/II - Probation Department

Humboldt County; Eureka (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

The County of Humboldt seeks a Legal Office Assistant I/II to provide routine to complex office support in a county department. Under supervision, you will handle document processing, typing, data entry, recordkeeping, and front-desk duties while maintaining confidentiality.

You will review legal documents, enter data, prepare reports, answer inquiries, maintain files, and assist with court calendars and forms.

Qualifications

• One year of general clerical or office assistant experience.
• Familiarity with legal terminology is preferred.
• Ability to handle confidential information.

Responsibilities

• Process legal documents and enter data into case management databases.
• Greet visitors and screen calls; direct inquiries per policies.
• Type and file documents; maintain orderly office records.

Skills

Multitasking

Detail oriented

Data entry

Teamwork

Prioritization

Tools

Word processing

Job description

An ideal candidate will excel in a fast paced, high-volume environment; have the ability to multi-task and prioritize workload according to importance and deadlines; be detail oriented to allow for a high level of accuracy for data input; and work well in a team setting.

Please Note:

• This recruitment is open until filled. County Human Resources reserves the right to close this recruitment at any time.
• Applications will be collected and forwarded to the department on a weekly basis.

Job Highlights

• Processing a variety of legal documents following sworn department staff and/or law enforcement instructions.
• Collecting information from a variety of sources pertinent to the area of assignment; compiles data as necessary for entry into case management and legal/law enforcement databases.
• Receiving and screening visitors and telephone calls requiring the use of judgement and interpretation of policies and procedures.

DEFINITION

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 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.

• 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:

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.

SELECTION PROCEDURE

The County utilizes a set of rules to ensure that our hiring processes are fair and equitable. Applications will be screened and those considered qualified will be invited to appear for an oral and/or written examination. Meeting the requirements does not guarantee inclusion into the selection process. Depending upon the number of applications received, the selection process may consist of additional application screening, written and/or practical exam(s), oral interview, or any combination thereof.

FREQUENTLY ASKED QUESTIONS

How long does it take to fill out the application?

• You should allow 30 – 45 minutes to fill out your application.

Can I change my application after submitting it?

• No. Once an application has been submitted, it is final. Applicants may submit a new application with updated information during the filing period if they wish. Only the most recent application submitted will be considered. All other applications will not be considered.

How long until I hear back from you and how can I check for updates on my application?

• You may receive communications regarding your application at different stages of the selection process. Important updates will be sent to the email address listed in your governmentjobs.com account at the time of notification. To ensure you don't miss any critical information, we recommend keeping your email address current and regularly checking both your inbox and junk mail folders throughout the process. You can also log into your governmentjobs.com account at any time to check your application status. If you have any questions about your application's progress, please contact the County of Humboldt Human Resources Personnel Division at 707-476-2349 or [e-mail].

Will I be informed if I am not selected for an interview / Oral Exam?

• Yes, you will be informed via email if you are not selected for an interview / Oral Exam.

OUR COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

Research indicates that individuals in protected classes can be less likely to submit a job application. The County of Humboldt is dedicated to building a diverse, inclusive, and authentic workplace where our employees are free to bring their full selves to work each day in an environment that allows them to reach their full potential. The County Board of Supervisors has made organizational commitments to Diversity, Equity, and Inclusion (DEI) and the County is working to ensure that these commitments are reflected in all we do. The County recognizes that certain populations (BIPOC, Disabled Persons, Veterans, LGBTQIA+ community members, etc.) face systemic and structural challenges which may inhibit their ability to satisfy every requirement of the position. In recognition of these structural and systemic factors, the Human Resources Department understands that experience can be gained in many ways – oftentimes, outside of formal institutions – and strives to take a holistic approach in assessing an applicant’s qualifications for a position.

If you’re excited about this role but your past work experience doesn’t align perfectly with every qualification in the job description, we strongly encourage you to apply.

REASONABLE ACCOMMODATIONS

The County of Humboldt is committed to providing equal access and opportunities in its programs, activities, and employment, and does not discriminate on the basis of mental or physical disabilities. The Human Resources Department is located in the Humboldt County Courthouse, which has an accessible entrance on 4th Street. Accessible parking is available adjacent to the 4th Street entrance and on the 4th Street side of the K Street lot. Special testing arrangements may be made to accommodate disabilities or religious convictions. If invited to an examination and you are in need of a reasonable accommodation, please contact Human Resources immediately at [phone] so arrangements can be made.

EQUAL OPPORTUNITY EMPLOYER

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.

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 (6) months but could be up to one (1) 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.

DISASTER SERVICE WORKERS

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.