Legal Management Office Assistant

Description

This position is an in-person office job.

Under general supervision, the Legal Management Office Assistant provides specialized secretarial, complex clerical and routine technical support for management and/or administrative and attorney staff within the Office of the County Counsel; and performs related duties as required.

Distinguishing Characteristics:

At each successive level, the incumbents are expected to demonstrate greater knowledge and skills, initiative, self-direction, independent judgment and problem solving with less supervision than the preceding level.

Legal Management Assistant I - Confidential Clerical : is the entry level classification in this job series. Incumbents independently provide a variety of secretarial and clerical duties in support of administrative and attorney staff. This entry level provides an opportunity for incumbents to gain legal experience and demonstrate competency in the application of legal secretarial skills.

Legal Management Assistant II - Confidential Clerical : is the journey level classification in this job series. Incumbents independently provide a variety of legal secretarial and clerical duties designed to assist the legal management assistants (III, IV) and the attorney staff with routine administrative and legal duties.

The ideal candidate is a professional accustomed to working in a team environment who possesses keen customer service skills and is detail oriented with excellent organizational, time management, interpersonal and communication skills; experienced with operating various office equipment; self-starter motivated to excel; computer literate; and, a team player.

PAYROLL TITLES AND APPROXIMATE SALARIES
Legal Management Assistant I-C = $ 24.61 - $34.46 per hour
Legal Management Assistant II-C = $ 27.58 - $38.61 per hour

EDUCATION/BILINGUAL INCENTIVE: Incumbents may be eligible for an educational incentive of 2.5%, 3.5%, or 5% based on completion of an associate, bachelor's, or master's degree that is not required for the classification. Incumbents may also be eligible for bilingual incentive depending upon operational need and certification of skill.

Legal Management Assistant I-C and II-C are Confidential Clerical classifications and eligible for overtime compensation.

The eligible list established from this recruitment may be used to fill current and future Regular (including Temporary and Fixed-term), Intermittent, and Extra Help vacancies within the Office of County Counsel. There is currently one (1) Regular vacancy.

Examples Of Duties

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

• Coordinates the preparation of and then maintains files and record keeping systems; sorts and stores information based on alpha, numeric, content or other classification methods; searches for and retrieves information stored in manual and/or automated systems; purges files in accordance with established procedure.
• Monitors the front office counter and addresses visitors; key operator of main office phone number; orders/maintains office supplies, office machines -- copier, fax machines, postage machine, et cetera, and office library.
• Processes legal documents, records and reports through the County Counsel's Office as well as through County departments, the courts and/or private counsel and other agencies based on established legal and office procedure or special instruction in case files; ensures the service of legal process; requests, receives, and files information on prior legal actions and professional reports related to current cases as well as documents resulting from or in support/defense of legal action.
• Enters and maintains case information in case management software program.
• Gives the public, County employees and others general procedural and/or case information which requires distinguishing between and consideration of sensitive or confidential versus public information.
• Routinely interacts and effectively communicates in a professional manner with department/agency heads, members of Board of Supervisors, Grand Jury and other high-profile individuals.
• Schedules meetings, appointments, depositions, hearings and calendar for assigned attorneys.
• Prepares a variety of legal documents (e.g., summons and complaints, motions, briefs, discovery documents, administrative records), opinion memoranda, staff reports and a variety of other legal documents and forms, all of which require application of legal procedures and formatting as well as an understanding of the function of the client department; documents may be prepared from verbal instruction, handwritten or typed drafts, or voice-recorded material/instructions; consults with originator and independently determines format, distribution and preparation priority.
• Proofreads and corrects written work for grammar, spelling, punctuation, and conformance to established legal and/or administrative procedures or other guidelines, develops forms and standardized correspondence language for use in document preparation.
• Assists attorney staff with legal research which includes citation search and verification for accuracy, shepardizing citations and related activities which require the application of routine legal research methods.
• Performs other related duties as required.

Typical Qualifications

These are entrance requirements to the examination process and assure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING, and EXPERIENCE:
Legal Management Assistant I - Confidential Clerical : One (1) year of legal clerical experience OR three (3) years of general office clerical/secretarial experience which included or is coupled with training in the use of legal procedure and terminology, as well as the preparation and processing of legal documents.

Legal Management Assistant II - Confidential Clerical : A minimum of four (4) years of general office clerical/secretarial experience, including at least two (2) years of legal clerical experience.

Knowledge, Skills, and Abilities:

Working knowledge of: general and law office practices and procedures; legal terminology; clerical work methods and techniques; legal and general record keeping systems and file maintenance methods; available office resource reference materials; specialized typing formats and legal documents used in area; grammar, spelling and punctuation; office equipment operation including computers, fax machines and copiers; word processing software; forms/formatting techniques; standard correspondence composition practices; routine and complex legal research methods.

Ability to: understand, interpret and apply laws, court rules, regulations, policies and procedures governing clerical processing operations; prepare final documents from handwritten, typed and voice-recorded draft; format specialized documents; determine proper wording and phrases from garbled, recorded or illegible written draft copy; research citations, case status, procedures and information from technical resource materials; prepare for attorney staff certain legal documents in specialized areas with little or no instruction; perform clerical activities in support of legal processes and/or services; evaluate unusual circumstances and resolve through the application of standard and legal operating procedures; create pleading clips on litigation cases and organize complex voluminous discovery materials; independently organize and prioritize work assignments; effectively work under pressure, often having to meet short time deadlines; create and maintain accurate, well organized case files; establish and maintain knowledge and ability to effectively use word processing software; appropriately handle highly confidential and sensitive information and materials, communicate effectively with co-workers, clients, high-level officials, and the general public; work with others in case/document processing activity or legal support services; use internet for legal resources and/or to obtain work-related information to assist in performance of duties; use case management and court form software; understand legal issues involved in a litigation case in order to better assist assigned attorney(s); take initiative in learning new assignments, enhancing computer skills, expanding and updating knowledge of court rules and formatting, purging files, etc.

Recruitment Process

FINAL FILING DATE: Applications must be received by the County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on Tuesday, September 16, 2025.

To apply online, please refer to our web site at www.ventura.org/jobs . If you prefer to fill out a paper application form, please call (805) 654-5129 for application materials and submit them to County of Ventura Human Resources, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.

Note to Applicants: It is essential that you complete all sections of your application and supplemental questionnaire thoroughly and accurately to demonstrate your qualifications. A resume and/or other related documents may be attached to supplement the information in your application; however, it/they may not be substituted in lieu of the application.

NOTE: If presently permanently employed in another "merit" or "civil service" public agency/entity in the same or substantively similar position as is advertised, and if appointed to that position by successful performance in a "merit" or "civil service" style examination, then appointment by "Lateral Transfer" may be possible. If interested, please click here (Download PDF reader) for additional information.

SUPPLEMENTAL QUESTIONNAIRE - qualifying
All applicants are required to complete and submit the questionnaire for this exam at the time of filing. This questionnaire may be used throughout the examination process to assist in determining each applicant's qualifications and acceptability for the position.

APPLICATION EVALUATION - qualifying: All applications will be reviewed to determine whether or not the stated requirements are met. Those individuals meeting the stated requirements will be invited to continue to the next step in the screening and selection process.

WRITTEN EXAMINATION - 100%: A job-related written examination will be administered to test candidates' knowledge of interpersonal skills, office practices, vocabulary, grammar/punctuation, records management/filing, spelling and legal terminology.

Candidates must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list. Candidates successfully completing the examination process may be placed on an eligible list for a period of one (1) year.

NOTE: If appointed at the lower level, incumbent may be promoted to the higher level without further examination upon meeting the minimum requirements, demonstrating satisfactory performance, and in accordance with the business needs of the department.

BACKGROUND INVESTIGATION
The selected candidate may be subjected to a thorough post-offer, pre-employment background investigation which may include inquiry into past employment, education, criminal background information, and driving record.

For further information about this recruitment, please contact Lorin Calderon by e-mail at lorin.calderon@venturacounty.gov or by telephone at (805) 654-2959.

EQUAL EMPLOYMENT OPPORTUNITY
The County of Ventura 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.

YOUR BENEFITS AS A COUNTY OF VENTURA EMPLOYEE

MANAGEMENT

To learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.

• Benefits website or you may call (805) 654-2570.
• Retirement FAQ's
• Memorandum of Agreement

Union Codes: MB3, MB4, MS, MT,MCC, OU

Closing Date/Time: 9/16/2025 5:00 PM Pacific

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• County of Ventura

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