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Job Description
SOUTH COAST AQMD AND JOB OVERVIEW
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.
EXAMPLE OF DUTIES
The general Example of Duties for this classification are highlighted below, for full description of duties please refer to the job description linked here .- 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.
MINIMUM AND DESIRABLE QUALIFICATIONS
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 click here to review typing certificate requirements.)
EXPERIENCE:
Two years of experience performing a wide variety of difficult and complex legal secretarial duties in a legal office
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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.
OTHER IMPORTANT INFORMATION
APPLICATION PACKETS MUST INCLUDE:
A typing certificate. The typing certificate must be attached to the application. Please click here to review typing certificate requirements.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.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 .Responses to the Supplemental Questionnaire (SQ). Your responses should be well written, clear, concise, and directly responsive to the question.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 (909) 396-2800.
CONFIDENTIAL EMPLOYEE BENEFIT OVERVIEW
BENEFIT
DESCRIPTION
Monthly Benefit Allotment
$2,060, to purchase medical, dental, and life insurance, with unused portion paid to you as cash. Your insurance coverage becomes effective on the first of the month following completion of 30 days of continuous service. Dependent children may be covered to age 26 on medical, dental and vision plans.
Medical Health Plans
Blue Shield PPO
Blue Shield PPO Savings Plus 2250 (High Deductible Plan)
Blue Shield HMO
Kaiser HMO
Kaiser HSA HMO 1500 (High Deductible Plan)
Dental Plans
Delta Dental PPO (without orthodontic benefits)
Delta Dental PPO (with orthodontic benefits for children only)
DeltaCare (PMI) Dental
Vision Plan
EyeMed - Optional
Life Insurance
$25,000 Term Life Insurance
(Optional additional life insurance, paid by you, at 1X, 2X, or 3X your salary)
Employee Assistance Program (EAP)
Claremont EAP, powered by Uprise Health. EAP benefits are avilable to all employees and their families at no cost. The EAP offers confidential advice, support, and practical solutions to real-life issues. Services offered: confidential therapy, 24-hour crisis help and online peer support group.
Accidental Death & Dismemberment
Optional
Long-Term Disability Coverage
Paid by South Coast AQMD
Employee-Paid Long-Term Care Plan
Optional
Section 125
Optional Plans (Medical Reimbursement; Dependent Care)
Work Schedule
Four 10-hour days, Tuesday through Friday
Vacation
80 hours per year, increasing to 120 after five years
Holidays
13 paid holidays per year
Administrative Leave
10 hours per year
Sick Leave
100 hours per year
Other Leaves
Bereavement; Jury Duty; Military; Witness
Tuition Reimbursement
Reimbursed up to $5,000 per year
Deferred Compensation (457 Plan)
South Coast AQMD matches, dollar for dollar, 100% of your regular contribution, up to the $8,800 maximum for regular plan
Retirement
2.5% @ 67 defined benefit plan - Applies to employees hired on or after January 1, 2013 who, at time of hire, were not members of the San Bernardino County Employees' Retirement Association (SBCERA) or another public employee retirement system through which reciprocity may be established.
2.0% @ 55 defined benefit plan - Applies to employees who, prior to January 1, 2013, were active members of SBCERA or another public employee retirement system through which reciprocity may be established.
Employees pay only the Medicare portion of Social Security.
01/01/2024
Closing Date/Time: 5/22/2025 11:59 PM Pacific -
ABOUT THE COMPANY
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South Coast Air Quality Management District
Show moreSouth 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 all of Orange County and the urban portions of Los Angeles, Riverside, and San Bernardino counties, 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 750 employees, an annual budget of $170.9 million, and a state-of-the art air quality laboratory, our mission is to ensure clean air and a healthful environment.
Mission
To clean the air and protect the health of all residents in the South Coast Air District through practical and innovative strategies.
What is the South Coast AQMD?
South Coast AQMD is the regulatory agency responsible for improving air quality for large areas of Los Angeles, Orange, Riverside and San Bernardino counties, including the Coachella Valley. The region is home to more than 17 million people–about half the population of the entire state of California.
Despite significant improvements to air quality, more work needs to be done to protect public health through innovative and practical strategies. Air pollution can cause or worsen many health problems, including asthma attacks, heart disease, certain types of cancers and premature death. South Coast AQMD has been at the forefront of the nation’s air pollution reduction efforts for more than eight decades.
What South Coast AQMD Does
South Coast AQMD is responsible for controlling emissions primarily from stationary sources of air pollution. These can include anything from large power plants and refineries to the corner gas station. There are about 28,400 such businesses operating under South Coast AQMD permits. Many consumer products are also considered stationary sources; these include house paint, furniture varnish, and thousands of products containing solvents that evaporate into the air. About 25% of this area's ozone-forming air pollution comes from stationary sources, both businesses and residences. The other 80% comes from mobile sources–mainly cars, trucks and buses, but also construction equipment, ships, trains and airplanes. Emission standards for mobile sources are established by state or federal agencies, such as the California Air Resources Board and the U.S. Environmental Protection Agency, rather than by local agencies such as the South Coast AQMD.
How South Coast AQMD Controls Pollution
South Coast AQMD develops and adopts an Air Quality Management Plan, which serves as the blueprint to bring this area into compliance with federal and state clean air standards. Rules are adopted to reduce emissions from various sources, including specific types of equipment, industrial processes, paints and solvents, even consumer products. Permits are issued to many businesses and industries to ensure compliance with air quality rules. South Coast AQMD staff conducts periodic inspections to ensure compliance with these requirements.
The test of whether these efforts are working is the quality of the air we breathe. South Coast AQMD continuously monitors air quality at 38 locations throughout the four-county area. This also allows South Coast AQMD to notify the public whenever air quality is unhealthful.
South Coast AQMD’s Sources of Revenue
To meet its financial need, the South Coast AQMD utilizes a system of evaluation fees, annual operating fees, emission fees, Hearing Board fees, penalties/ settlements and investments that generate approximately 73% of South Coast AQMD’s revenue. The remaining 27% of its revenue is from federal grants, California Air Resources (CARB) subvention funds, and California Clean Air Act Motor Vehicle fees.
Progress So Far
Air quality in this area has continually improved despite an enormous increase in population and cars. For example, maximum levels of ozone, one of our worst smog problems, have been cut to less than one quarter of what they were in the 1950s, even though today we have nearly three times as many people and four times as many vehicles.
In recent decades, we have eliminated Stage I smog alerts, which used to occur 100-120 times a year. We have not reached Stage II levels since the 1980s.
The Job Ahead
The clean air effort still has a long way to go. In 2005, the federal 1-hour standard was replaced by a stricter 8-hours standard that was further strengthened in 2008. Even though recent years have been the cleanest on record, our air in the South Coast Air Basin still exceeded the federal health 8-hour standard for ozone on 113 days in 2009. Maximum levels are almost twice as high as the federal standard for clean air.
State and federal law requires this area to meet existing clean air standards by the year 2015 for annual PM 2.5; and by 2023 for the 8-hour average ozone standard. However, tougher federal air quality standards for particulates and ozone issued in 2006 and 2008 require reductions above and beyond those already planned. South Coast AQMD estimates it will take until at least 2020 to meet the new 24-hour average particulate standard, and until 2030 to meet the new ozone standard. This may seem like a long time to continue to live with smog. But the cleanup effort is enormous. Even though we already have the strictest pollution control requirements in the nation, we still have to reduce some types of pollution by up to 90% if we are to rid the area of smog.
The war on smog began in this region more than a half century ago. With continued commitment and sensitivity to the impacts of efforts to control smog, residents can be assured that public health standards for air quality will be achieved.
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