Job Description

Job Description and Duties

The Office of Legal Affairs (OLA), Employment Advocacy and Prosecution Team (EAPT) assists in investigations into employee misconduct, advises on disciplinary decisions, and pursues disciplinary actions on behalf of the California Department of Corrections and Rehabilitation (CDCR). In addition, EAPT litigates appeals to the State Personnel Board (SPB), requests to file charges with the SPB, or whistleblower complaints before the SPB, and defending or prosecuting petitions for writs of administrative mandamus before the superior and appellate courts.

Under the general direction of the Staff Services Manager I, Legal Support Unit, the Legal Secretary is responsible for providing administrative legal support to staff counsel litigating a variety of legal disputes in state and federal courts and before administrative agencies. The incumbent will perform complex clerical work and coordinate court-related services with instructions using modern office technology and equipment, including word processing, legal applications, and automated systems in legal support.  This position requires knowledge of legal procedures, technical legal terms, legal forms and documents, the judicial process, proper formatting of state and federal citations, court rules and requirements, legal resources from traditional library references and software applications. The incumbent will be required to demonstrate effective oral and written communication, use Business English, utilize good judgment, and have familiarity with file maintenance.

Individuals who are eligible for a Training and Development assignment may also be considered for this position(s).

Main communication for this position will be through email. Please ensure you have a valid email address on your application. CDCR / California Correctional Health Care Services (CCHCS) employees are encouraged to use their existing CDCR / CCHCS email address on their application.

This advertisement is for a Legal Secretary position located at Rancho Cucamonga, San Bernardino County. Please indicate the position number on your application: 065-400-1282-024.

Human Resources Technology System
CDCR Headquarters has implemented a new automated system to streamline the hiring process. The Human Resources Technology System (HRTS) is an intuitive, user-friendly system that provides the applicant access to real-time updates throughout the hiring process. HRTS will require new candidates to set up an account, which allows them to track their application's progress.

Through their account portal, candidates will also be able to provide any additional information needed in the hiring process, including setting up interviews as needed. After the final filing date, applicants will receive an email from [email protected] or DoNotReply@CDCR (depending on the email provider), with direction on creating and/or accessing their account.  For HRTS communication, this is in reference to Job Requisition (JR) 2878.

See Essential Functions attached to the Duty Statement.

You will find additional information about the job in the .

Working Conditions

San Bernardino - Rancho Cucamonga, CA 91730

This position is eligible for hybrid telework after the probation period, in accordance with the Statewide Telework Policy and will be required to report to the office as needed/required. During the probationary period, the work hours are 8:00 am - 5:00 pm, Monday - Friday. The successful candidate must reside in California upon appointment. Telework is only available to residents of California.

On occasion, travel may be required (e.g., local and overnight travel to EAPT field offices in Bakersfield and Sacramento) to departmental work locations and field offices, as necessary.

The Department will provide a laptop and cellphone.

Special Requirements

Do not include any confidential information on any documents you submit for a job vacancy, such as your State application, resume, or educational transcripts. Confidential information that should be excluded or removed from these documents includes, but is not limited to, your Social Security Number (SSN), birthdate, student identification number, driver’s license number (unless required), basis of eligibility, examination results, LEAP status, marital status, and age. Confidential information on the first page of applications submitted electronically online, such as Easy ID number, SSN, examination related information, and driver’s license number will automatically be redacted upon submission.

Possession of Minimum Qualifications will be verified prior to interview and/or appointment. If you are meeting Minimum Qualifications with education, you must include your unofficial transcripts/diploma for verification. Official transcripts may be required upon appointment. If it is determined an applicant does not meet the Minimum Qualifications, the candidate will be withheld from the eligibility list, rendering them inactive and ineligible to be hired for the position. Candidates who have been withheld may file an appeal with the State Personnel Board.

Applicants who completed their education outside of the US (with foreign degrees/transcripts) must obtain and submit verification of U.S. course/degree equivalency. Foreign education credential evaluation services can be found at NACES | National Association of Credential Evaluation Services.

Candidates new to CDCR/CCHCS are required to submit to a background investigation process utilizing Live Scan Fingerprinting, as well as a Tuberculosis test/evaluation prior to appointment, followed by department annual Tuberculosis testing/evaluation thereafter.

When submitting supporting documents, PDF file format is preferred.

CDCR/CCHCS utilizes E-Verify to confirm candidate’s identity and employment authorization. For more information about E-Verify, you may go to .

This advertisement may be used for other vacancies that occur during the life of this recruitment.

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:

1. Two or more years of experience working in a law office, government legal program or with attorneys
2. One or more years of experience working with confidential information or maintaining confidentiality
3. One or more years of experience with Microsoft Office Suite and Adobe Pro
4. One or more years of experience data entry and redaction
5. Highly detail-oriented
6. Demonstrated ability to complete assignments on time
7. Demonstrated ability to work independently and on a team
8. Experience formatting and preparing legal documents for filing and service
9. Willingness to create and promote an equitable and inclusive workplace where diversity is celebrated and valued

Benefits

Benefit information can be found on the California Department of Human Resources (CalHR) website, , and the CalPERS website, .

Information on benefits afforded by membership in the California Public Employees’ Retirement System can be found on the CalHR Salary and Benefits website at .

Information on the benefits and protections provided to public employees by the State Civil Service Act can be found on the CalHR website at Merit System Principles - An Overview - CalHR

Additional benefit information can be found on the CalHR California State Civil Service Employee Benefits Summary website at This webpage is intended to provide general information. Benefit eligibility may be based on job classification, bargaining unit, time base and length of appointment.

Essential Functions

• Ability to work 40 hours per week with set work hours during core business hours, and work over 40 hours per week in emergency situations or to accomplish specific tasks when required.

• Ability to be supervised by assigned supervisor or manager.

• Communicate effectively, and professionally, both verbally and in writing, to departmental staff, incarcerated people, the public, vendors, outside agencies, etc. in order to disseminate information, respond to inquiries, and/or to receive/provide direction/orders, prepare correspondence, create/update desk procedures, train staff, etc.
• Prepare, format, and process a large variety of legal documents including pleadings, briefs, exhibits, and other litigation documents, as well as correspondence and memoranda through dictation and handwritten documentation from staff counsels.

• Ensure staff counsel are supplied with the proper legal documents necessary for court appearances.

• Research legal citations to ensure accuracy.

• Accurately transcribe various reports and other documents, including those from difficult dictation, those involving a variety of legal terms, and/or containing confidential information, from a Dictaphone machine, into a personal computer for storage, editing, and retrieving information for filing or reference.

• Set up and maintain case files and follow-up records (e.g., documents, manual revisions, etc.) using various filing systems (e.g., alphabetic, chronological, numeric, subject matter, etc.) to organize and maintain documents for future reference utilizing binders, folders, indexes, alpha/numeric sorter, office procedures, etc., as directed.

• Proofread/edit typewritten materials for finalization to ensure documents (e.g., letters, reports, memos, charts, chronos, etc) are free from typographical errors utilizing personal computer, reference materials, secretarial handbook, dictionary, personal experience, etc., following oral and/or written instructions as directed.

• Develop and maintain a calendaring system, and update various case management and calendaring databases. Ensure staff counsel are advised of upcoming hearing or court dates.

• Schedule meetings, make room arrangements and notify participants.

• Participate in phone calls with attorneys and their support staff to calendar hearings and meetings, arrange for service of process, and review and discuss local rules with court clerks to ensure proper filings meeting deadlines.

• Receive/answer incoming telephone calls and provide responses to callers, direct and transfer calls to appropriate staff, and/or take messages.

• Operate various office equipment such as personal computers and computer programs, typewriter, fax machine, copy machines, telephones, scanners.

• Perform mathematical computations to complete basic addition, subtraction, multiplication and division problems associated with assigned tasks.

• Type at a minimum speed of 45 words per minute.

• Prioritize and organize workload to ensure time frames are met.

• Maintain and ensure confidentiality of Departmental information, records, documents, concerns, issues, etc.

• Lift, carry, move and/or drag files, and other items (i.e. binders, boxes of files or binders, etc.) weighing up to 25 pounds (larger boxes could be broken down or carried with a dolly or other assistive device if necessary).

• Attend meetings and training as required, which may require traveling to off-site locations, to various parts of the state via vehicle, train, bus, and/or plane.

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 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.

Job Tags

Permanent employment, Full time, Work at office, Local area, Remote work, Trial period, Night shift, Monday to Friday,

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