Position Details
LEGAL SECRETARY Apply
Job Description and Duties
The California Department of Social Services (CDSS) Legal Division is recruiting to fill one permanent full-time Legal Secretary position in the Information, Technology & Administrative Litigation (ITAL) Branch but may be filled at the Senior Legal Typist level for recruitment purposes. The position is located in the Sacramento Headquarters office and reports to a Staff Services Manager I. This position is eligible for a hybrid (remote telework and in-office) work schedule.
The Legal Secretary is an integral member of the ITAL team whose work is critical to the teams overall success. The secretaries work as a team to support the entire Branch, which includes litigation and policy support. As such, the successful candidate will be responsible for processing and filing legal documents in multiple jurisdictions including Administrative, State, Federal and appellate courts. Duties also include typing, formatting, proofreading, and processing a wide variety of legal documents including but not limited to legal opinions, pleadings, memoranda, settlement agreements, prehearing conference statements, briefs, declarations, proofs of service, subpoenas and letters. The incumbent will compose letters and memoranda and finalize all documents for accuracy and completeness in accordance with procedures established in the ITAL Secretaries' Manual. The position also requires experience with electronic databases for the purpose of logging and tracking assignments. They will maintain the calendar and schedule for one or more of the Branch managers, and attorneys in the ITAL Branch.
The Legal Secretary is often the first point of contact for the Branch and as such decorum and professionalism is key. The incumbent interacts at all levels and with every division within the Department. In addition, there are frequent contacts with outside entities, including representatives from various administrative courts and governmental entities, the public, members of the press and others.
The Legal Secretary provides support to legal analysts and attorneys with hearing preparation. This includes preparing trial binders, exhibit lists, privilege logs, and jurisdictional logs; complete subpoenas and serve witnesses. The incumbent will also coordinate with staff attorneys and the Attorney Generals office on pending litigation and administrative hearings.
The Legal Secretary may also prepare travel-related forms and expense claims, and coordinate with the Accounting Office on matters related to witness fees, mileage, revolving fund requests and miscellaneous case-related costs; maintain travel records for assigned attorneys; make travel arrangements; arrange attorney/client meetings; coordinate hearing and deposition dates with opposing counsel and witnesses. The Legal Secretary will make, receive, screen, and answer telephone calls and route messages to the appropriate parties.
LEGAL SECRETARY - Minimum Qualifications
EITHER I
Experience: One year of experience in the California state service performing the duties of a Senior Legal Typist, Range B.
OR II
Experience: Two years of experience in a private law firm, corporate law office, or a legal program in a governmental agency performing a full range of legal secretarial duties, which requires the preparation of legal documents for filing and service. [(1) Academic education above the 12th grade may be substituted for six months of the required experience on the basis of either (a) one year of the general education being equivalent to three months of the required experience; or (b) one year of education of a business or commercial nature being equivalent to six months of the required experience; or (2) Completion of a certificated legal secretarial program at either a regionally accredited college or a business school approved by the Bureau of Private Postsecondary and Vocational Education and accredited by the Accrediting Council for Independent Colleges and Schools may be substituted for one year of the required experience.]
Candidates who are within six months of satisfying the experience requirement for this class will be admitted to this examination, but they must fully meet the experience requirement before being eligible for appointment.
This is a re-advertisement, if you have previously applied for this position there is no need to reapply.
The state offers comprehensive benefits including health, dental, vision, long-term care and disability insurance, as well as paid leave. Please see the Benefits section below for more details.
Need help understanding the examination and hiring process? Do you have a question about CDSS? We'd love to hear from you! Please contact us at Recruiter@dss.ca.gov. Please include the job classification and job control number in the subject line.
You will find additional information about the job in the Duty Statement.
Working Conditions
Shall Consider:
SENIOR LEGAL TYPIST
Department Information
CDSS CULTURE
CDSS goal is to foster a culture that values diversity, equity, and inclusion within our Department, that actively invites the contribution and participation of all people, and is representative of the varied identities and different perspectives in California. In our role as public administrators, our charge is to ensure that our programs and our workplaces provide all Californians the opportunity to thrive.
Special Requirements
The selected candidate will be subject to a criminal records background check clearance by the Department of Justice and the Federal Bureau of Investigations. A criminal conviction or history does not in and of itself preclude employment.
A current typing certificate (issued within the past four years) verifying typing speed of a minimum of 45 wpm is required for this position.
Interested applicants MUST submit the following application materials:
STD. 678 job application and a one page (12-point type), STATEMENT OF QUALIFICATIONS (SOQ). The SOQ is a narrative discussion of how the applicants education, training, experience, and skills meet the job description and duty statement for the position. The SOQ will also serve as documentation of your ability to present information clearly and concisely in writing. Applications submitted without required documents may not be considered.
APPLICATION INSTRUCTIONS
Who May Apply
Completed applications and all required documents must be received or postmarked by the Final Filing Date to be considered. Individuals who are currently in the classification, eligible for lateral transfer, eligible for reinstatement, eligible for a Training and Development assignment, have SROA and/or Surplus eligibility, or have list eligibility (or are in the process of obtaining list eligibility) may apply. SROA and Surplus candidates may attach surplus letters to their applications. Applicants must meet any Minimum Qualifications stated in the Classification Specification(s). Applications will be screened and only the most qualified applicants will be selected for an interview.
Please submit the following items with your application. Applicants who do not submit the required items timely may not be considered for this job.
- Completed State Employment Application Form (STD 678). Include the Job Title of this position in the Examination or Job Title for Which You Are Applying section located on Page 1 of the STD 678. All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
- Statement of Qualifications (Instructions referenced above)
Applicants requiring reasonable accommodations for the hiring interview process must request the necessary accommodations if scheduled for a hiring interview. The request should be made at the time of contact to schedule the interview. Questions regarding reasonable accommodations may be directed to the EEO contact listed on this job posting.
You are required to complete employment history on the application form (STD 678). You may be disqualified from the hiring and selection process if the employment history is not complete. Resumes will not take the place of employment history.
If you are meeting minimum qualifications with education, you must include your unofficial transcripts for verification. If selected, you may be required to provide official transcripts at the time of hire.
Candidates who reside outside of the State of California may be admitted to the job interview, but they must provide proof of residence in California prior to being eligible for appointment.
Application Instructions
Completed applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered. Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.
Final Filing Date: 2/12/2024Who May Apply
Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process. Applicants must meet the Minimum Qualifications stated in the Classification Specification(s).
How To Apply
Address for Mailing Application Packages
You may submit your application and any applicable or required documents to:
Address for Drop-Off Application Packages
You may drop off your application and any applicable or required documents at:
Required Application Package Documents
The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:
- Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at www.CalCareers.ca.gov. All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
- Resume is optional. It may be included, but is not required.
- Statement of Qualifications - (SOQ) Please see the Special Requirements section of this job advertisement for detailed instructions for the SOQ submission.
Benefits
Transportation Reimbursement of 75% is available to eligible employees, reimbursement is not to exceed $100, and employee must provide proof of transportation pass payment.
Benefit information can be found on the CalHR website and the CalPERS website.
Contact Information
The Hiring Unit Contact is available to answer questions regarding the position or application process.
Hiring Unit Contact:
Tuyen Nguyen
(916) 639-8603
Tuyen.Nguyen@dss.ca.gov
Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled. You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s) to the Department's EEO Office.
EEO Contact:EEO Office
(916) 657-2326
EEOoffice@dss.ca.gov
California Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice) TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.
Examination Information
Those interested in obtaining employment with the California Department of Social Services must apply and compete through the State recruitment process. Applicants who successfully pass the examination will be placed on an eligibility list used to recruit for positions.
To apply for the examination for this position, click on the link below to search for the examination and follow the How to Apply instructions in the examination announcement:
CalCareers Exam/Assessment Search
If you already have list eligibility for this classification, you do not need to retake the examination, except when your list eligibility expires. For questions regarding the examination process and/or career opportunities with the California Department of Social Services, please contact the Examination Unit at examinations@dss.ca.gov.
Applicant Survey
Please let us know how you learned about this career opportunity by taking the brief survey that follows: Recruitment Survey
Do not include any confidential information on any documents (i.e., application, resume, or transcripts) you submit for this job vacancy. Confidential information that should be excluded or removed from these documents include but is not limited to: Social Security Number (SSN), birthday and/or age, photos, student/other ID number, drivers license number (unless required), basis of eligibility, exam results, LEAP status, and marital status. Confidential information submitted via a CalCareer Account (electronic application) is automatically redacted upon submission.
Equal Opportunity Employer
The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.
It is an objective of the State of California to achieve a drug-free work place. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.
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