Administrative Legal Secretary

Come join the City of Oxnards City Attorneys Office as our next Administrative Legal Secretary.

We currently have one vacant position available for an outgoing organized and qualified applicant who wants to be part of our dynamic organization. The Administrative Legal Secretary performs a variety of confidential complex legal secretarial duties in the City Attorney Office. This includes meeting with the public document auditing and processing computer entry record keeping and filing. The ideal candidate will be highly organized with keen attention to detail. This individual will have an understanding of basic law office practices and thrive in a fast-paced dynamic work environment.

WHAT YOULL DO:

• Answer and screen telephone calls and respond to requests for information; route calls to appropriate attorneys programs or agencies.

• Type a variety of correspondence and legal documents including agenda items and statements for City Council closed sessions.

• Set and notice administrative hearings.

• Assist with electronic and in-person filing of court documents.

• Process bankruptcy claims.

• Process subpoenas for records.

• Utilize computerized data entry equipment and various word processing spreadsheets and/or file maintenance programs to enter store and/or retrieve information as requested or otherwise necessary; establish files and modify existing files.

• Prepare and process legal papers and documents requiring knowledge of court mandated format legal terminology and civil criminal and administrative procedures.

• Assist with document searches in the Citys Electronic Document Imaging System (EDIS).

• Process payment of invoices.

• Maintain a law library.

• Process travel requests make travel arrangements and process reimbursements.
• Other duties as assigned.

Payroll/Classification:Administrative Services Specialist (C)

DISTINGUISHING CHARACTERISTICS:

SUPERVISION EXERCISED / SUPERVISION RECEIVED:

As assigned incumbents may serve as a lead worker assigning work and monitoring work completion. Receives general supervision on routine items which are performed according to established standards and procedures and receives specific work instruction regarding non-routine matters and deadlines.

WORK SCHEDULE:

This position is designated as Confidential and as such is exempt from Union representation however the terms and conditions of employment fall under the Service Employees International Union (SEIU) labor agreement which you may access and review online at The SEIU labor agreement sets forth the compensation rates and benefit levels.

(This class specification represents only the core areas of responsibilities; specific position assignments will vary depending on the needs of the Department.)

• Provides specialized office work and customer service in support of internal and external customers.

• May serve as a lead worker assigning work and monitoring work completion.

• Researches reviews and provides resolution to escalated issues and complaints; gathers and reviews related detailed information; determines best communication methods and procedures to resolve issues.

• Reviews and evaluates business processes and procedures; provides recommendations for improved processes and solutions to customer support issues.

• Compiles data and performs basic analysis; provides specialized account support which may include reviewing account history information resolving discrepancies and/or making adjustments.

• Updates and maintains files records documents and database information; prepares updates and maintains business process and procedural documentation; prepares audit financial and/or other summary reports.

• Performs other duties of a similar nature and level as assigned.

The following are theminimumqualifications necessary for entry into the classification:

EDUCATION AND EXPERIENCE:

• High School Diploma or GED and three (3) years of related experience including one (1) year of advanced legal/administrative support experience comparable to an Administrative Services Technician Senior with the City of Oxnard in area of assignment;OR
• Associates degree (or 60 units) in a related field and one (1) year of advanced legal/administrative support experience comparable to an Administrative Services Technician Senior with the City of Oxnard in area of assignment

LICENSING/CERTIFICATIONS:

• Valid California Class C Drivers License with a satisfactory driving record.

OTHER REQUIREMENTS:

• Must be able to speak and understand English to effectively communicate with fellow employees customers and vendors.

APPLICATION PROCESS:

• Submit NEOGOV/Government Jobs on-line application.

• Complete and submit responses to the supplemental questions if required.

• Upload resume cover letter proof of degree (transcript) or other requested documents.

Your application may be rejected as incomplete if you do not include the relevant information in the online application and include the information only on the resume. Applications and/or Supplemental Questionnaires that state see my resume or see my personnel file are considered incomplete and will not be accepted. Cover letters and/or optional resumes are not accepted in lieu of a completed application.

The list of qualified candidates established from this recruitment may be used to fill other full-time part-time and temporary assignments. There is currently one (1) full-time vacancy within the City Attorneys Office.

Selected candidate(s) must pass a thorough background investigation.

UNION MEMBERSHIP:This position is designated as Confidential and as such is exempt from Union representation however the terms and conditions of employment fall under the Service Employees International Association (SEIU) labor agreement.

NOTE:For most positions the City of Oxnard relies on office automation (Microsoft Office/Google) and web-based enabled tools therefore candidates must be proficient and comfortable with computer use to perform functions associated with on-going work.

Regular and reliable attendance effective communication skills and development of effective working relationships are requirements of all positions.

Employees are required to participate in the Citys direct deposit plan and are paid on a bi-weekly basis.

This position requires a 12 month probationary period.

Pursuant to California Government Code Section 3100 all public employees are required to serve as disaster service workers subject to such disaster service activities as may be assigned to them.

EQUAL OPPORTUNITY:The City of Oxnard is an Equal Opportunity Employer and welcomes applications from all qualified applicants. We do not discriminate on the basis of race color religion sex national origin age marital status medical condition disability or sexual orientation.

REASONABLE ACCOMMODATION:The City of Oxnard makes reasonable accommodation for individuals/people with disabilities. If you believe you require special arrangements to participate in the testing process you must inform the Human Resources Department in writing no later than the filing date. Applicants who request such accommodation must document their request with an explanation of the type and extent of accommodation required.

LEGAL REQUIREMENT:On the first day of employment new employees must provide proof of citizenship or documentation of legal right to work in the United States in compliance with the Immigration Reform and Control Act of 1986 as amended. The City participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. If E-Verify cannot confirm that you are authorized to work this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. For more information on E-Verify please contact DHS. you have any questions regarding this recruitment please contact Jackie Ramos at .

NOTE:The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained in this bulletin may be modified or revoked without notice.