Legal Secretary

South Coast Air Quality Management District; Diamond Bar (CA); On-site; USD 45,000 - 75,000; Full time

Job summary

An established environmental regulatory agency is seeking a detail-oriented Legal Secretary to support its Legal Department. This role involves preparing and filing legal documents, managing case files, and providing administrative support to attorneys. Ideal candidates will have experience in civil litigation and a strong understanding of legal terminology. Join a dedicated team committed to ensuring clean air and a healthy environment for millions in Southern California. This position offers a unique opportunity to contribute to significant legal efforts while fostering professional growth in a supportive work environment.

Benefits

Professional Development Opportunities

Health Insurance

Retirement Plan

Paid Time Off

Flexible Work Hours

Qualifications

• Two years of experience in complex legal secretarial duties.
• Knowledge of court filing requirements and legal processes.

Responsibilities

• Prepare and file legal documents for court proceedings.
• Maintain accurate case files and calendars for attorneys.

Skills

Legal Terminology

Typing Skills

Communication Skills

Organizational Skills

Customer Service Skills

Education

High School Diploma

Legal Secretarial Training

Tools

Microsoft Office

Legal Research Software

Job description

South Coast Air Quality Management District (South Coast AQMD) is one of the largest and most technologically sophisticated environmental regulatory agencies in the Nation. We serve a four-county region that includes large areas of Los Angeles, Orange County, Riverside and San Bernardino counties, including the Coachella Valley, which is home to more than 17 million people. 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 $211.4 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’s mission requires diverse perspectives, talents, and life experiences to solve some of the most complex technical air quality issues. We are committed to creating and maintaining a work environment that appreciates the unique contributions of our employees and fosters professional development and growth. South Coast AQMD respects the distinct ideas and perspectives of our stakeholders and works to bring them together toward the common goal of clean air.

ABOUT THE JOB

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. From this recruitment process, we expect to establish an eligibility list from which current and future vacancies at this level, that occur in the next 6-12 months, may be filled.

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.

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

• 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.

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.
• 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 clickhereto 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:Education may substitute for up to one year of the required experience with either 1) completion of 18 semester (27 quarter) units from an accredited college or university in secretarial sciences, office practices, business education, or another closely related field, with an emphasis on legal secretarial course work OR 2) completion of 360 hours of training from a recognized occupational training program in legal secretarial sciences, business education or a closely related field.

KNOWLEDGE OF: Legal terminology used in legal secretarial work; legal processes, 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 record keeping 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 and equipment.

APPLICATION PACKETS MUST INCLUDE:

1. A typing certificate. The typing certificate must be attached to the application. Please click here to review typing certificate requirements.
2. 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.
3. 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.
4. Responses to the Supplemental Questionnaire (SQ). Your responses should be well written, clear, concise, and directly responsive to the question.
5. 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.

SELECTION PROCESS

Application packets and supplemental questionnaires will be carefully reviewed, and only those candidates with the most competitive and/or directly transferable experience will be invited to the next step of the process, which is expected to be a written multiple-choice examination.

Following the examination, the most competitive candidates will be invited to performance-based skills testing, to evaluate: ability to read and follow instructions, basic MS Word skills, and legal proofreading skills. A legal pleading exercise may also be administered in this process.

Based on performance in the above skills testing, candidates will be advanced to the next step in the process, which is expected to be a panel and/or assessment interview. The interviews (weighted 100%) are expected to result in an unranked eligible list, from which current and future vacancies may be filled, during the 6-12 month life of the list.

(Please note that the written exam, computer testing, and panel interviews may be conducted remotely.)

Only those who demonstrate at each successive step of the selection process that they are among the most competitively qualified will be advanced to the next step. Meeting the minimum qualifications does not guarantee an invitation to future steps in the process.

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, please be aware that this position is not eligible for visa sponsorship.

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

Candidates who may need accommodations during the selection process must call the Human Resources Department at least one week prior to any test dates.

If you have any questions regarding this recruitment, please contact the Human Resources Department at [phone].