Legal Secretary I

Under immediate to general supervision, provides complex, difficult or specialized legal secretarial support to one or more attorneys in various County offices requiring a thorough knowledge of departmental procedures and operational details; provides complex office coordination, support and staff assistance to management staff in areas of expertise; in addition to performing the full scope of work, provides training and lead supervision of lower-level legal clerical staff; performs related duties as assigned.
 
SUPERVISION RECEIVED AND EXERCISED 
Receives immediate supervision from assigned supervisory or management personnel. Exercises no direct supervision of staff.

The job functions listed below are not inclusive or exclusive and are intended only as illustrations or examples of the various types of work that may be performed. Reasonable accommodation will be made when requested and determined by the County to be appropriate under applicable law.

Some duties, knowledge, skills, and abilities may be performed in a learning capacity for entry-level positions.
 

• Assists in preparing, formatting, and typing a variety of legal documents, including pleadings, subpoenas, complaints, and legal correspondence; obtains approvals and signatures on legal documents in accordance with established procedures.
• Gathers necessary documentation to substantiate cases, ensuring accuracy and completeness of information; conducts research to support legal proceedings, such as verifying incarcerated or paroled status of inmates for hearings.
• Gathers information and documents for reports and cases, ensuring completeness and accuracy. Maintains organized and up-to-date case files, including proper documentation and relevant correspondence; files court documents at appropriate stages of court proceedings and ensures proper service of documents as required.
• Maintains accurate calendar information for active cases, tracking important deadlines, hearings, and court appearances; arranges and schedule appointments, trial dates, settlement conferences, and court interpreters as needed.
• Provides secretarial support by composing, typing, and proofreading correspondence, reports, and legal documents. 
• Receives office visitors and telephone calls, responding to inquiries and directing communication to appropriate staff members.
• Maintains ordinance and resolution files, updating law code and ordinance books as required.
• Organizes and manages records, ensuring accessibility and compliance with records retention policies.
• Assists in bookkeeping and accounts payable tasks, including preparing miscellaneous deposits, litigation reports, and bail bond deposits; requisitions office supplies and materials, ensuring smooth operations within the office.
• Collaborates with legal team members, attorneys, and external parties to facilitate effective case management and communication.
• Participates in criminal filing, enforcement of zoning violations, and other legal activities as assigned.
• Explains legal proceedings to inmates and other parties involved in cases, addressing inquiries and providing necessary information.
• Performs related duties as assigned.

Knowledge of:
 

• Legal terminology, court procedures, and documentation requirements.
• Methodologies and principles of legal research and proceedings.
• Principles and practices used in the preparation and maintenance of case files, tracking deadlines, managing court appearances, and court calendar information.
• Records management principles, including retention schedules and confidentiality.
• Office operations, including bookkeeping, accounts payable, scheduling, reception, and record-keeping functions.
• Clerical practices and procedures.
• Applicable federal, state, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
• Legal memoranda and document.
• Business arithmetic, including percentages and decimals.
• Applicable federal, state, and local laws, codes, and ordinances relevant to the area of responsibility.  
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and County staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar. 
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to the work performed.

• Prepare legal documents, maintain case files, and manage calendars.
• Perform detailed legal office support work accurately.
• Conduct legal research to gather accurate and relevant information, supporting case development and decision-making.
• Identify issues, research solutions, and address challenges related to legal documentation, case management, and administrative tasks.
• Perform specialized processes, procedures, and office support tasks related to the department to which assigned.
• Manage documents, records, and tasks efficiently, optimizing workflow and minimizing errors.
• Identify discrepancies in documents, records, or case information, taking appropriate corrective actions as needed.
• Organize and maintain accurate files and records.
• Type accurately at speeds necessary for successful job performance.
• Make accurate arithmetic calculations.
• Research and compile a variety of information and materials.
• Handle confidential information with discretion and professionalism, maintaining client privacy and legal ethics.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
• Effectively use computer systems, software applications relevant to the work performed, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

• Some positions may require possession of, or ability to obtain by the time of appointment, an appropriate California driver’s license. 

The application review process will include screening to ensure applications are complete and meet all minimum qualifications. In addition to the application, the applicant is required to complete the Supplemental Questions to further evaluate their education, training and experience relative to the required knowledge, skills and abilities for the position. Applicants must submit answers that are as complete as possible.
 
Only qualified applicants who pass the minimum qualifications review, will be invited to the examination process which may be administered by a written examination, oral interview, or any combination of qualifications appraisal determined by the Department of Human Resources to be appropriate. The Department of Human Resources will make reasonable accommodation in the examination process for disabled applicants. If you have an accommodation request, please indicate such on your application.

Depending upon the number of applicants meeting the minimum qualifications, applicants may be scheduled for one or more of the assessments listed below. Of those passing the initial assessment, only the top 15 will move forward to the appraisal panel. Passing score is 70% out of 100% on each assessment section.  If only one assessment is conducted, the weight for that assessment will be 100%.

THE ASSESSMENT (100%) IS TENTATIVELY SCHEDULED FOR THURSDAY, JANUARY 29, 2026

To move forward in the application process, you must complete an online application through our website https://www.governmentjobs.com/careers/maderacountyca. All job postings are also included via the TDD phone at 559-675-8970 and the 24-hour job line at 559-675-8685. Please attach a copy of your unofficial transcripts (indicating when degree was awarded), licenses, and certificates to your application or your application may be considered incomplete. Resumes may be uploaded but cannot be used in place of a completed application.  
 
 For an open recruitment, applicants claiming veteran's preference must submit a copy of their DD-214 form along with the application. Candidates who attain ranking on an eligible list and are involuntarily called to active duty may be considered for eligibility reinstatement upon their return. 
 
PLACEMENT ON THE ELIGIBLE LIST:
The Civil Service Commission may limit the number of qualified applicants eligible to participate in the examination process. If two or more candidates have the same total final score on an examination, they shall be ranked in order of their scores in that portion of the examination which has the greatest weight.  The names of two or more eligibles having final ratings which are identical shall be grouped on the eligible list as tie names with equal rank for certification and appointment purposes.
 
Candidates who are successful in all phases of the examination process will be placed on an eligible list, in rank order based on a calculation of their total score from the examination process. The eligible list established by this recruitment will be active for a minimum of six (6) months or one (1) year, unless otherwise determined by the Director pursuant to section 6-4 (b) and may be extended for up to an additional year by the Commission.  
 
PRE-EMPLOYMENT MEDICAL REQUIREMENTS:
As a condition of employment with the County of Madera, a candidate must submit to a Tuberculosis (TB) screening, and related follow up testing as necessary. Designated classifications* are also subject to a medical examination, which includes a review of medical history. TB screenings and medical exams are administered by the Madera County Public Health Department and/or health care professional designated by the County. 
 
Designated classifications required to submit to an employment medical examination generally include those that are physical in nature or as may be required by law. If you have any questions about the pre-employment requirements, please contact the Department of Human Resources at (559) 675-7705 or hr@maderacounty.com.
 
ELIGIBILITY FOR EMPLOYMENT:
You will be required to submit verification of your identity and citizenship or legal right to work in the United States at the time of and as a condition of an offer of employment.

As a condition of employment, all prospective employees shall be required to be fingerprinted.

EQUAL EMPLOYMENT OPPORTUNITY

Madera County does not discriminate on the basis of race, color, religion, sex, gender, gender identity, gender expression, transgender status, national origin, age, disability (physical or mental), medical condition, pregnancy, genetic information, ancestry, marital status, sexual orientation, veteran or military status, political affiliation, or any other basis protected by Federal or State law.