Job Description and Duties

This is a re-post. If you previously applied, there is no need to re-apply as your application is on file and will be considered.

We need legal secretaries! Come work for the State of California in a fun legal office, doing important work for the people of California. We are the Department of Industrial Relations, Office of the Director Legal Unit ("OD Legal"). Our legal secretaries primarily support the work of attorneys who handle a special type of workers' compensation cases; they also provide legal support work in civil and administrative litigation, hearing officer cases, and other interesting areas. Our office is relaxed and supportive. Please read the full job description below:

Under the general supervision of the Legal Support Supervisor, Legal Secretaries independently perform a full range of legal secretarial duties for the Department of Industrial Relations, Office of the Director Legal Unit ("OD Legal""), including the most difficult complex secretarial work, supporting two or more OD Legal attorneys and investigators. Duties include, but not limited to:

• Finalize legal pleadings and other legal documents, including by formatting, proofing, correcting,generating tables of contents and authorities, and drafting proofs of service;

• Electronically file legal pleadings in the workers' compensation system (using EAMS), in state and federal trial and appellate courts, and in the State Personnel Board;

• Serve legal pleadings and other documents on other parties to an action;

• Review applicable court rules to ensure pleadings, exhibits and other documents comply;

• Organize, file, and serve trial exhibits;

• Maintain up-to-date appearance and filing calendars;

• Coordinate depositions, including by arranging for location and court reporter;

• Prepare and serve subpoenas;

• Create and maintain paper and electronic case files;

• Process attorneys' incoming and outgoing mail;

• Answer and screen telephone calls;

• Make travel arrangements for attorneys using State "Concur" system, and process attorneytravel expense reimbursements, using State "CalATERS" system;

• General support of the office and organizational needs of OD Legal.

This posting may be used to fill future vacancies in accordance with 2 CCR §249.3

To be considered for this Legal Secretary job opportunity, applicants must be either reachable on an employment list, have transfer eligibility or have reinstatement eligibility. To take the exam and gain employment list eligibility, please click here to access the exam bulletin: https://www.calcareers.ca.gov/JOBSGEN/5PB25.PDF

You will find additional information about the job in the Duty Statement.

Working Conditions

This position is located at:

The Elihu Harris State Building

1515 Clay Street, Suite 701

Oakland, California.

This is a full-time position located in the Department of Industrial Relations, Office of the Director Legal Unit ("OD Legal"). The building is 22 stories tall and houses offices for several State of California agencies. The Legal Secretary works in a seated cubicle. This position requires extensive use of a computer, monitor, keyboard, and mouse throughout the day.

This is a non-exempt, full-time, permanent position. Employees in this position work eight hours per day; generally, the hours are Monday through Friday, 8:00am to 5:00pm, with a one-hour lunch. There is some flexibility as to the exact schedule, which will be discussed with the supervisor. This is an in-office position. Use of elevators is mandatory, as the stairwells are locked for security reasons. Access to the building requires a security badge, which is issued to all employees. Members of the public must go through a metal detector; employees who forget their badges must do the same.

Minimum Requirements

You will find the Minimum Requirements in the Class Specification.

• LEGAL SECRETARY

Additional Documents

• Job Application Package Checklist

• Duty Statement

Position Details

Job Code #:

JC-419012

Position #(s):

400-112-1282-062

400-112-1282-059

Working Title:

Legal Secretary

Classification:

LEGAL SECRETARY

$4,120.00 - $5,159.00 A

$4,327.00 - $5,418.00 B

of Positions:

2

Work Location:

Alameda County

Telework:

In Office

Job Type:

Permanent, Full Time

Department Information

The Department of Industrial Relations (DIR) was established in 1927. Its mission is to improve working conditions for California's wage earners and to advance opportunities for profitable employment in California. DIR administers and enforces laws governing wages, workplace safety and health, apprenticeship training programs, and medical care and other benefits for injured workers.

Electronic Submission of Applications preferred. Application Packages maybe submitted electronically through your CalCareer Account at https://jobs.ca.gov/ Applications must be received electronically by 11:59 p.m. on or before the above final filing date.

Please only submit ONE application. Electronic applications submitted through your CalCareer Account are highly recommended and will be received/processed faster than other methods of filing.

If you are unable to apply electronically through your CalCareer account, please mail a completed and signed State Examination/Employment Application STD Form 678 and application package to the mailing address provided in the "Application Instructions" section below and ensure the following:

Clearly indicate the Job Code #, Position Number and the Title of this position in the "Examination or Job Title(s) For Which You Are Applying" section located on the first page of your State Examination/Employment Application STD Form 678.

• Clearly indicate the basis of your eligibility (cert, transfer, reinstatement, etc.) in the "Explanations" section located on the first page of your State Examination/Employment Application STD Form 678.

• Remove and do not submit the "Equal Employment Opportunity" questionnaire (page 5) with your completed State Examination/Employment Application STD Form 678. This page is for examination use only.

• Do not include your full Social Security Number on your documents and/or do not provide any LEAP information.

Department Website: https://www.dir.ca.gov/

Special Requirements

This position, supporting a legal unit, requires professionalism, discretion, adherence to confidentiality requirements, attention to detail, the ability to accurately follow instructions, reliable attendance, the ability to use proper grammar, spelling, and tone in written communications, and the ability to type at least 45 words per minute. The ability to use a computer and full proficiency in the functions of Microsoft Word, Outlook, and Adobe for the creation and finalization of formal legal documents, calendaring and email are essential. Strong organizational skills, the ability to prioritize among multiple tasks, keep track of deadlines and ensure work is completed in a timely manner, and the ability to work under deadlines are all essential.

In order to apply for this position, you must submit a cover letter and resume, in addition to the State Application Form. In your cover letter, please briefly describe your reasons for applying and your qualifications for the position. You must obtain a valid typing certificate confirming your ability to meet the minimum typing speed of at least 45 words per minute, prior to being hired. Please be thorough, accurate, and detailed when filling out your State application form for this position. We read applications carefully and will be looking for candidates who put the same care into their application that they would bring to their work in the job.

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: 6/25/2024

Who May Apply

Individuals who are currently in the classification, eligible for lateral transfer, eligible for reinstatement, have list eligibility, are in the process of obtaining list eligibility, or have SROA and/or Surplus eligibility (please attach your letter, if available). SROA and Surplus candidates are given priority; therefore, individuals with other eligibility may be considered in the event no SROA or Surplus candidates 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

Complete Application Packages (including your Examination/Employment Application (STD 678) and applicable or required documents) must be submitted to apply for this Job Posting. Application Packages may be submitted electronically through your CalCareer Account at www.CalCareers.ca.gov. When submitting your application in hard copy, a completed copy of the Application Package listing must be included. If you choose to not apply electronically, a hard copy application package may be submitted through an alternative method listed below:

Address for Mailing Application Packages

You may submit your application and any applicable or required documents to:

Department of Industrial Relations

Attn: Personnel Recruitment & Hiring Unit

2180 Harvard Street Suite 160

Sacramento, CA 95815

Address for Drop-Off Application Packages

You may drop off your application and any applicable or required documents at:

Department of Industrial Relations

Personnel Recruitment & Hiring Unit

2180 Harvard Street Suite 160

Sacramento, CA 95815

08:00 AM - 04:00 PM

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 required and must be included.

• Other

• You must submit a cover letter. Please briefly describe your interest in the position and your qualifications for the position.

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.

Desirable Qualifications

In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:

• Prior experience working in a law office or legal unit.

• Prior experience working on workers' compensation matters.

• Experience with civil or administrative litigation.

• The ability to run tables of contents and tables of authorities.

• Knowledge of court procedures and deadlines.

• Knowledge of MS Word, Excel, PowerPoint, and ProLaw, or another legal case management system.

Benefits

Benefit information can be found on the CalHR website and the CalPERS website.

We are a supportive office with a team approach to our work and nice people! Our office is pleasant and easy walking distance from BART (the benefits include a voucher for those who take BART to work). There is also daily parking in the building for $9.50/day. Oakland City Center has many options for lunch and there is a Friday Farmer's Market within walking distance. The benefits package for state service is generous. Visit www.calhr.ca.gov for a full list of available benefits.

Contact Information

The Human Resources Contact is available to answer questions regarding the position or application process.

Department Website: https://www.dir.ca.gov/

Human Resources Contact:

Certification Unit

(800) 564-0771

cert@dir.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:

Diversity and Inclusion Office

(916) 559-6999

DIO@dir.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.

Additional Information

Preference will be given to persons with State Restriction of Appointments (SROA) or Surplus status. Applicants must attach a copy of their most recently dated letter that specifies their designation as either SROA or surplus candidate as proof.

Qualified candidates must have eligibility in State employment, be in a reachable rank on an employment list for this classification, be currently in this classification, or have transfer eligibility to this classification.

If you do not hear from the hiring team within 8 weeks of the closing date, you may assume the position has been filled.

Please note that the Exam and Certification Online System (ECOS) does not allow you to resubmit your application once you withdraw it. If you have any updates to your online application, please contact the Personnel, Recruitment, & Hiring Unit at (800) 564-0771.

Please let us know how you heard about our position by taking this brief survey: DIR Applicant Survey

DIR Mission and Core Values

Our mission is to protect and improve the welfare and working conditions for California's wage earners and to advance opportunities for profitable employment in California. DIR is also committed to ensuring that all employers comply with labor laws in California to support a fair and thriving business environment.

Integrity

• We fulfill the promise of our mission through fair, honest and ethical behavior.

Service

• We are committed to responsibly serving the public and value their trust.

Respect

• We treat others with dignity, courtesy and consideration.

Quality

• We take pride in providing the public with accurate and timely services.

Transparency

• We conduct ourselves with openness and accountability in all aspects of our work.

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.