Legal Secretary I - County Counsel

County of Santa Clara; San Jose (CA); On-site; USD 40,000 - 80,000; Full time

Job summary

An established public sector law office is seeking motivated Legal Secretaries to support a diverse range of legal practice areas. This role involves preparing legal documents, managing attorney schedules, and assisting with court filings while maintaining confidentiality and professionalism. Join a team that values diversity, equity, and inclusion, and contribute to impactful community-focused legal work. Ideal candidates will have clerical experience in a legal setting and strong communication skills. This is a great opportunity to grow in a dynamic work environment committed to public service.

Qualifications

• Minimum two years of clerical experience, preferably in a legal environment.
• Proficiency in Microsoft Office and legal document preparation.

Responsibilities

• Prepare legal documents, maintain legal files, and manage attorneys' calendars.
• Assist in court hearings and ensure proper legal formatting.

Skills

Microsoft Office

Legal terminology

Customer service

Legal document preparation

Clerical skills

Education

Two years of clerical experience

Completion of college units

Tools

Office machines

Job description

Under general supervision, performs a variety of legal secretarial and clerical duties of considerable difficulty, prepares legal documents, abstracts information, and performs other support duties for County Attorneys.

About the Office

The County of Santa Clara Office of the County Counsel is a leading public sector law office, offering diverse and dynamic legal practice areas. We value diversity, equity, and inclusion. We are recruiting multiple Legal Secretaries and encourage candidates interested in public service and supporting community-focused legal work to apply. More information is available at https://counsel.santaclaracounty.gov/careers/legal-secretary-and-legal-clerk-positions.

Office Responsibilities

Our Office provides legal counsel to the County of Santa Clara, including the Board of Supervisors and all departments. Our attorneys work across civil practice areas such as protection services, civil rights, land use, health, social justice, and more.

Role of Legal Secretaries

Legal Secretaries collaborate with attorneys on civil and quasi-civil matters, assisting in court hearings, legal document preparation, filing, research, calendar management, and client communication, all while maintaining confidentiality and professionalism.

Position Requirements

The Legal Secretary I position requires clerical experience, preferably in a legal environment. Candidates should have proficiency in Microsoft Office, document formatting, strong communication skills, and a professional demeanor. A commitment to public service and confidentiality is essential.

Special Considerations

Applicants may be considered for Confidential Legal Secretary positions supporting labor and employment legal teams, which include handling sensitive negotiations and grievances, with a 5% premium pay. Confidential employees are not unionized but receive equivalent benefits.

Examination Details

Qualified candidates will be invited for an online exam scheduled between June 18-24, 2025. Notification and instructions will be sent via email.

Responsibilities

1. Prepare legal correspondence, opinions, pleadings, and other documents.
2. Abstract information and ensure proper legal formatting.
3. File legal papers with courts.
4. Maintain legal files and correspondence.
5. Manage attorneys' calendars and deadlines.
6. Review legislative reports affecting legal procedures.
7. Verify citations and maintain law library resources.
8. Screen calls and assist clients professionally.
9. Exercise judgment on confidential matters.
10. Perform clerical and administrative support as needed.
11. Assist new attorneys with office procedures and legal forms.
12. Compose routine legal correspondence and perform transcription if required.
13. Perform other related duties as assigned.

Qualifications

Minimum two years of clerical experience, including at least one year in a legal setting, or equivalent education/experience. Completion of college units may substitute for experience. Experience as a Legal Secretary Trainee in Santa Clara County is also acceptable.

Knowledge and Skills

• Legal office procedures and terminology.
• Office practices, including use of office machines.
• Court filing and scheduling procedures.
• Legal forms, documents, and references.
• Customer service principles.
• English language skills, grammar, and style.
• Computer applications relevant to legal work.

Abilities

• Prepare legal documents from instructions.
• Work under deadlines and pressure.
• Extract relevant information from files.
• Maintain accuracy in spelling and grammar.
• Work independently and interpret laws.
• Interview clients and deal tactfully with the public.

Note: Departmental needs may include typing speed requirements up to 50 Net WPM.