LEGAL SECRETARY

The California Department of State Hospitals is seeking a Legal Secretary to provide legal secretarial support to the Legal Division. The role involves coordinating legal documents, maintaining case management systems, and assisting attorneys with various administrative tasks.

Responsibilities

• Provide attorneys, Management, Supervisor II, Supervisor I, and analysts with legal secretarial and clerical support on sensitive and confidential department issues
• Communicate with the state hospitals, court personnel, State Personnel Board, public defenders and district attorneys statewide to coordinate and timely file responses, motions, and other legal documents and processes
• Prepare files for the attorneys’ court appearances
• Continually maintain and update ProLaw case management system and PaRTS database with dates and status of cases
• Communicate with the attorneys to ensure deadlines are met
• Upload documents and correspondence related to hearings, cases and transactional work into Legal Services’ case management systems
• Input hearing data into tracking system
• Review and distribute incoming mail for the Legal Division
• Prepare outgoing mail and deliver to mailroom for USPS pick-up
• Arrange conference calls for staff; arrange travel for staff and prepare travel reimbursement claims
• Receive and screen contacts both by telephone and in person, and independently determine routing of inquiries to the appropriate departmental staff/program for response
• Work on special projects as assigned by the Supervisor II, Chief of Legal Administrative & Support Services and/or Assistant Chief Counsels
• Perform other duties as assigned

Skills

• Provide legal secretarial support to the Legal Division
• Communicate with state hospitals, court personnel, State Personnel Board, public defenders, and district attorneys statewide
• Coordinate and timely file responses, motions, and other legal documents and processes
• Prepare files for attorneys' court appearances
• Maintain and update ProLaw case management system and PaRTS database
• Communicate with attorneys to ensure deadlines are met
• Upload documents and correspondence related to hearings, cases, and transactional work into Legal Services' case management systems
• Input hearing data into tracking system
• Review and distribute incoming mail for the Legal Division
• Prepare outgoing mail and deliver to mailroom for USPS pick-up
• Arrange conference calls for staff
• Arrange travel for staff and prepare travel reimbursement claims
• Receive and screen contacts both by telephone and in person
• Independently determine routing of inquiries to the appropriate departmental staff/program for response
• Work on special projects as assigned by the Supervisor II, Chief of Legal Administrative & Support Services, and/or Assistant Chief Counsels
• Perform other duties as assigned

Benefits

• Café with multiple vendors available to the public
• Outdoor seating with pedestrian walkways
• Employee fitness center with a yoga studio, cardio equipment and weights
• Plaza area with a kitchenette on each floor
• Lactation rooms
• More conference rooms and collaborative working spaces available throughout the building
• Shared Terrace space on the 10th floor with indoor/outdoor seating and views of the Capitol
• Mobile computer equipment, cloud-based technology and Wi-Fi for all staff

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