Legal Office Specialist

About the role

The County of San Mateo is seeking qualified candidates for the position of Legal Office Specialist. This job classification is the senior, most experienced level in the legal office support classification series. It is not an entry-level position.

Responsibilities

• Provide complex, technical and confidential clerical services in the District Attorney, Probation and Sheriff's Offices.
• Create legal correspondence, reports and other documents using a computer.
• Proofread legal material for accuracy, completeness and correct English usage.
• Enter, edit and retrieve legal data in automated information systems.
• Prepare reports and records that require arithmetic calculations.
• Research and gather information from a variety of sources for the completion of legal forms and preparation of legal reports.
• Perform routine to difficult clerical duties.
• Serve as back-up for clerical co-workers who are absent from the office.
• May train others in work procedures or direct the work of others on a project basis.
• Provide off hours support as required.

Requirements

• One year of journey level office support experience in a legal office OR two years of general clerical or office assistant experience.
• Selected positions may require the applicant to obtain and maintain a security clearance as a condition of employment.
• Some positions may require the ability to type at a rate of 40 net words per minute from printed copy.

Qualifications

• Knowledge of: Legal office terminology, processes, procedures and forms.
• Legal documents, forms and terminology.
• Policies and procedures related to the department to which assigned.
• Business data processing principles and the use of word processing or personal computing equipment.
• Office practices and procedures, including filing and the operation of standard office equipment.
• Business letter writing and the standard format for typed materials.
• Correct English usage, including spelling, grammar and punctuation.
• Business arithmetic, including percentages and decimals.
• Record keeping principles and practices.

Skills

• Perform technical, specialized, complex or difficult legal office support work.
• Organize, prioritize and coordinate work activities.
• Read and interpret rules, policies and procedures.
• Deal tactfully and effectively with a variety of individuals, some of whom may be hostile or irate.
• Organize, research and maintain legal office files.
• Establish and maintain effective working relationships with those contacted in the course of the work.
• Compose routine correspondence from brief instructions.
• Make arithmetic calculations with speed and accuracy.
• Use initiative and sound independent judgment within established guidelines.
• Operate standard office equipment, such as a word processor, personal or on-line computer, and centralized telephone equipment.

Bilingual Requirements

• Spanish speaking Legal Office Specialists also provide English and Spanish translation orally and in writing.
• Positions designated as bilingual receive additional pay in the amount of $55 or $70 bi-weekly.

Special Requirements

• For positions within the Sheriff's Office, the applicant must successfully pass a detailed background investigation prior to employment.
• Depending upon the hours of operation of the unit to which you are assigned, shifts may encompass weekends and holidays with day, night, and swing schedules ranging from 8 to 12-hour shift assignments.

Language Requirements

• Some positions may require employees to be fluent in English and Spanish.
• Language skills will be tested at the time candidates' interview with the hiring department.