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Legal Executive Assistant - Confidential - County Attorney's Office (Department Promotional Only)

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Legal Executive Assistant - Confidential - County Attorney's Office (Department Promotional Only)

Salary

$92,518.40 - $115,648.00 Annually

Location

County of San Mateo, CA

Job Type

Full-Time

Job Number

E530F

Department

County Attorney's Office

Opening Date

12/09/2024

Closing Date

1/6/2025 11:59 PM Pacific

Bargaining Unit

70A

• Description

• Benefits

• Questions

Description

NOTE: This recruitment schedule was amended on December 31, 2024 to extend the Final Filing Date to January 6, 2025.

The County of San Mateo, Office of the County Attorney, is hiring for one Legal Executive Assistant-Confidential. Currently, the primary responsibility of the position is executive support of the County Attorney and/or Assistant County Attorney and/or Chief Deputy County Attorneys, but employees working in this position may be required to perform the full panoply of the types of duties described by the classification.

The ideal candidate for this position will be able to handle multiple time-sensitive projects simultaneously, have experience with complex legal support work, strong oral and written communication skills, well developed computer skills, as well as proficiency with the full range of Microsoft Office products and Adobe Acrobat. The ideal candidate will be highly organized, experienced in working with highly confidential documents, work collaboratively with office management, attorneys, elected officials, support staff, and other County departments, and will be able to learn assignments outside of their prior work experience. The abilities to use initiative, exercise sound judgment, set priorities and meet critical and competing deadlines are also strongly desired.

Examples Of Duties

Duties may include, but are not limited to, the following:

• Receive and screen visitors and telephone calls, providing information and resolving complaints which regularly require the use of judgment and the interpretation and application of policies and procedures.

• Research, compile and summarize a variety of informational or statistical materials; may compile and review budget figures.

• Perform such legal support work as drafting pleadings, subpoenas, ordinances and other legal documents; calendar court dates, and arrange for the filing of legal documents with the court.

• Type drafts and a wide variety of finished documents from stenographic notes, brief instructions, or printed materials; use word processing equipment and input or retrieve data and prepare reports from an on-line or personal computer system; compile and process confidential materials.

• Initiate correspondence independently for signature by appropriate management staff; review finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.

• Organize and maintain various administrative, reference, legal, and follow-up files; purge files as requested.

• Organize meetings by notifying participants, making room arrangements, preparing agendas and required informational materials; may attend such meetings and prepare minutes or may represent the others at such meetings.

• Relieve department head and related managers and supervisors of certain administrative matters, including but not limited to expense reports, by following up on projects, transmitting information, and keeping informed of pertinent activities.

• Assist with the development and administration of the department's budget; may prepare or maintain statistical, fiscal or payroll information.

• Make appointments and maintain a calendar, schedule and arrange for meetings and make travel arrangements; sort mail and obtain related backup materials.

• Organize own work, set priorities and meet critical deadlines; ensure that such deadline are met by other staff.

• May train and review the work of office support staff.

• Format and update presentations for publication.

• Perform related duties as assigned.

Qualifications

Education and Experience:

Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to qualify is:

Two years of legal secretarial experience which has included providing office and administrative support to legal administrative staff or two years of general secretarial experience supplemented by coursework to provide the basic legal knowledge and skills.

Knowledge of:

• Legal office terminology, processes, procedures, and the format for legal documents.

• Office administrative and secretarial practices and procedures, such as business letter writing and the operation of common office equipment, including a word processor and personal or on-line computer.

• Basic organization and function of public agencies, including the role of an elected Board of Supervisors and appointed boards and commissions.

• Recordkeeping, report preparation, filing methods and records management techniques.

• Correct English usage, including spelling, grammar, punctuation, and vocabulary.

• Standard business arithmetic, including percentages and decimals.

• Basic supervisory principles and practices.

• Basic budgeting principles and practices.

Skill/Ability to:

• Provide varied, responsible, and often confidential secretarial and office administrative assistance to the District Attorney or the County Counsel and associated administrative staff.

• Interpret, apply and explain complex policies and procedures.

• Use tact, discretion, initiative and independent judgment within established guidelines.

• Analyze and resolve office administrative situations and problems.

• Research, compile, and summarize a variety of informational materials.

• Compose correspondence independently or from brief instructions.

• Establish and maintain effective working relationships with those contacted in the course of the work.

• Plan, direct and review the work of assigned staff and instruct staff in work procedures.

• Organize work, set priorities, meet critical deadlines, and follow up assignments with a minimum of direction.

• Type at a rate of 50 net words per minute from printed copy.

Application/Examination

Departmental Promotional Only. Only current County of San Mateo employees in the County Attorney's Office with at least six months (1040 hours) of continuous service in a classified regular, probationary, extra-help/limited term positions prior to the final filing date may apply.

The examination process will consist of an application screening (weight: pass/fail) based on the candidates' application and responses to the supplemental questions. Candidates who pass the application screening will be invited to a panel interview (weight: 100%). Depending on the number of applicants an application appraisal of education and experience may be used in place of other examinations or further evaluation of work experience may be conducted to group applicants by level of qualification. All applicants who meet the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. All examinations will be given in the County of San Mateo, California and applicants must participate at their own expense.

IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County's website, you may click the "Apply" button. If you are not on the County's website, please go to https://jobs.smcgov.org/ to apply. Responses to the supplemental questions must be submitted in addition to our regular employment application form. A resume will not be accepted as a substitute for the required employment application and/or supplemental questionnaire. Online applications must be received by the Human Resources Department before midnight on the final filing date.

TENTATIVE RECRUITMENT TIMELINE

Final Filing Date: Monday, January 6, 2025, by 11:59 p.m. PST

Application Screening: Week of January 6, 2025

Panel Interviews: Week of January 13, 2025

About the County

San Mateo County is centrally located between San Francisco, San Jose, and the East Bay. With over 750,000 residents, San Mateo is one of the largest and most diverse counties in California and serves a multitude of culturally, ethnically, and linguistically diverse communities.

The County of San Mateo, as an employer, is committed to advancing equity to ensure that all employees are welcomed in a safe and inclusive environment. The County seeks to hire, support, and retain employees who reflect our diverse community. We encourage applicants with diverse backgrounds and lived experiences to apply. Eighty percent of employees surveyed stated that they would recommend the County as a great place to work.

The County of San Mateo is an equal opportunity employer committed to fostering diversity, equity, and inclusion at all levels.

HR Contact: Kristin Herman (12092024) (Legal Executive Assistant - Confidential - E530)

Please visit https://www.smcgov.org/media/121031/download?inline= for a complete listing of all benefits for this classification.

Benefits are offered to eligible employees of the County of San Mateo. All benefits are subject to change.

NOTE: Employees hired on or after January 1, 2013 may be subject to new Pension Reform retirement laws.

As an additional benefit, the County offers extensive training and development programs designed to improve skills and enhance career opportunities. Most programs are offered on County time at no cost to you.

County employees are also covered by the federal Social Security system and earn benefits for retirement based on salary and time worked.

01

This is a Department Promotional Only recruitment. Only current County of San Mateo employees in the County Attorney's Office with at least six months (1040 hours) of continuous service in a classified regular, probationary, or extra-help/limited term position prior to the final filing date may apply. Do you meet this requirement? (A "No" answer will disqualify you from this recruitment.)

• Yes

• No

  02

  IMPORTANT: Applicants for this position are required to submit responses to the supplemental questions below. Your responses will provide detailed information about your background and experience related to this position. This information will weigh heavily in the application screening by the subject matter experts and will also be used in the selection process. Answer the questions completely, paying attention to the multi-parts of the questions. While being thorough and detailed, also be concise. Your strategic use of language as well as neatness, clarity of expression, attention to detail, proper use of grammar and the ability to follow instructions will be considered in the evaluation process. A resume will not be accepted as a substitute for your responses.

• I have read and understand this important information. Proceed to supplemental questions.

  03

  Describe your experience in coordinating the schedule of a busy executive. Which tasks have you performed? What strategies do you use to prioritize the scheduling of requested meetings? Have you ever organized a conference, retreat, or other large scale professional meeting?

  04

  Describe your experience in the formatting and creation of legal correspondence, PowerPoint presentations, and legal pleadings. How long have you been performing this work and what are some examples of complex documents you have produced?

  05

  Describe your experience in the handling of confidential documents and information. What strategies do you use to safeguard the documents and or information?

  Required Question

Agency

County of San Mateo

Address

County of San Mateo Human Resources Department 500 County Center, 4th Floor Redwood City, California, 94063-1663

Phone

(650) 363-4343

Website

https://jobs.smcgov.org

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