Administrative Secretary (Legal) to the District Attorney

At the County of Marin, our employees overwhelmingly report feeling their work is meaningful, they like the work they do and they are proud to tell people "I work for the County of Marin." Discover more about us, our values and our organizational culture here. Read on to find out more about this opportunity.This is an excellent opportunity for someone who values public service, enjoys detailed and meaningful work, and finds fulfillment in helping others. The District Attorney's Office currently has one full-time (75 biweekly hours) vacancy for an Administrative Secretary (Legal) to the District Attorney. 

The Administrative Secretary (Legal) reports directly to the District Attorney and supporting the executive management team, this position provides the full range of secretarial and legal secretarial services including following up on assignments and activities, transmitting information on behalf of the District Attorney, maintaining calendars, arranging for meetings, keeping informed of pertinent issues and activities, and screening calls and visitors for the District Attorney. This position may supervise assigned support staff, and prepares a variety of reports, correspondence, policies, procedures, legal documents, and court documents for the District Attorney. and organizes and maintains confidential and legal files. The Administrative Secretary (Legal) organizes and maintains confidential and legal files and is responsible for maintaining and updating the department's social media accounts and website.Our Highly Qualified Candidate is passionate about public service and the mission of the District Attorney's Office and has experience working within a California District Attorney's Office, law enforcement agency, court, or other legal environment. They are a proactive self-starter who thrives in a fast-paced setting, adapts to quickly changing priorities, and consistently produces high-quality work while meeting critical deadlines. The ideal candidate has experience as a supervisor and/or supporting executives, administrative staff, and demonstrates sound judgment and professionalism. The ideal candidate works effectively both independently and as part of a collaborative team. They possess exceptional organizational skills, attention to detail, and the ability to manage multiple competing priorities while handling highly sensitive and confidential information with discretion. The ideal candidate has experience providing executive level administrative support to a department head, elected official, or senior manager, including managing complex calendars, preparing correspondence and presentations, coordinating meetings and travel, and serving as a primary point of contact for internal and external stakeholders. They are proficient in Microsoft Office applications, have experience managing business and social media accounts, and are comfortable working with prosecutorial and other specialized case management systems. The strongest candidates will also have experience working collaboratively with prosecutors, investigators, law enforcement agencies, courts, and other criminal justice partners, and will understand the importance of professionalism, confidentiality, and responsive service in supporting the administration of justice. 

QUALIFICATIONS:
Knowledge of:

• Standard office administrative and secretarial practices and procedures.
• Standard office equipment and applications including word processing and spreadsheet software, legal software and specialized database systems.
• Business English, including spelling, grammar, punctuation and the format for business correspondence and reports.
• Legal office and civil or criminal justice system terminology, forms, documents and procedures.
• Record keeping, report preparation, filing methods and records management techniques.
• Business arithmetic and basic budgetary principles and practices.
• Basic supervisory principles and practices.

Ability to: 

• Provide varied, responsible and often confidential secretarial and office administrative support to the director of a department and associated management staff.
• Prepare a variety of legal documents and forms.
• Maintain and/or administer specialized computerized systems.
• Plan, supervise, coordinate, review and evaluate the work of support staff.
• Train staff in work procedures.
• Use initiative and sound independent judgment within established policy and procedural guidelines to assist with office administration and executive support decisions.
• Communicate effectively both verbally and in writing.
• Use tact, discretion and prudence in establishing and maintaining effective working relationships with those contacted in the course of the work.
• Analyze and resolve office administrative situations and problems.
• Interpret, apply and explain departmental policies and procedures.
• Prepare reports, correspondence and other materials which may require researching, and summarizing information from various sources.
• Organize work, set priorities, meet critical deadlines and follow-up on assignments with a minimum of supervision.
• Make accurate arithmetic calculations.
• Maintain accurate records and files.

MINIMUM QUALIFICATIONS:  Four years of office administrative and/or secretarial experience that included either two years legal secretarial experience or three years of experience processing legal documents in a court, criminal justice or legal office setting. Such work must have included providing responsible office support to management and professional staff. 

College or business school training in a field related to the work is desirable and may be substituted for the experience on a year-for-year basis to a maximum of two years.

Experience working collaboratively with prosecutors, investigators, law enforcement agencies, courts, and other criminal justice partners is highly desired.

Special Requirements: The selected candidate must pass a background investigation as required for employment in a law enforcement agency.For any questions concerning this position announcement, please contact Colleen Beck at [email protected]

All applicants will receive email notifications regarding their status in the recruitment process. Please be sure to check your spam settings to allow our emails to reach you. You may also log into your governmentjobs.com account to view these emails. 
 
Testing and Eligible List: Depending on the number of qualified applications received, the examination may consist of a highly qualified review, application screening, online assessment, written examination, oral examination, performance examination, or any combination to determine which candidates' names will be placed on the eligible list.
 
The eligible list established from this recruitment will be used to fill the current vacancy and any future vacancies for open, fixed-term, full-time or part-time positions which may occur while the list remains active.

Disaster Service Workers: All County of Marin employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

Equal Employment Opportunity Employer: If you have questions regarding equal employment opportunities, please contact Roger Crawford, Equal Employment Opportunity Director, at 415-473-2095.