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
Company Overview