Legal Secretary II

The Position

Join East Bay Municipal Utility District's (EBMUD's) dynamic legal team as a Legal Secretary II. The person selected for this position will perform various legal secretarial and administrative duties related to legal and confidential matters in the Office of the General Counsel (OGC).

The work requires a highly organized and detailed-oriented individual who has a thorough knowledge of legal office operations and practices, as well as the ability to effectively handle multiple assignments, schedules, and related tasks.

The Legal Secretary II must effectively communicate and interact with a varied audience including attorneys, administrative agencies, court personnel, the general public, outside law firms, and other EBMUD staff members.

Competitive candidates will demonstrate experience and ability to work in a team environment.

Candidates must also have the ability to :

• Provide accurate legal secretarial and administrative support to attorneys and consistently meet all deadlines.
• Proofread with close attention to detail; edit and finalize letters, memoranda, resolutions, ordinances, pleadings, contracts, agreements, administrative hearing documents, briefs and other materials from rough drafts, notes, or brief instructions where legal form may be involved and where it is often necessary to assemble information from multiple sources.
• Compose and prepare correspondence, reports, legal papers, pleadings and other documents with accuracy, using appropriate formatting standards.
• Receive and screen telephone calls and visitors, as well as schedule meetings as needed with both internal clients and outside parties.
• Accurately calendar court and administrative hearing deadlines, update and maintain attorneys' calendars, and conform office master calendar, using established office protocol.
• Respond to inquiries from the public or EBMUD personnel with appropriate judgment, discretion, and professional courtesy;

obtain information related to legal matters from various EBMUD offices, courts, outside organizations, agencies, and law firms.

• Maintain and process documents received by the OGC to ensure that deadlines are met.
• Classify, cross-reference and file legal and case-related documents according to established filing procedures and EBMUD retention policy, including archiving closed case files.
• Obtain information from various sources (i.e., the internal law library, on-line court procedures, etc.) to research current court and administrative hearing procedures.
• Proofread work and records for accuracy, completeness and compliance with legal forms and procedures.
• Perform a variety of administrative tasks accurately and efficiently, such as preparing expense report forms for attorneys, ordering and maintaining inventory of office supplies, and paying vendor invoices following EBMUD procedures.
• Be proficient in MS Office, including MS Teams, Word, Excel, and Outlook, and other document management systems and accounting systems with minimal training.
• Complete incidental legal support tasks, including both paper and electronic filing.
• In addition, the most competitive candidates will demonstrate strong attention to detail; excellent organization skills; strong computer skills;
• effective communication skills; knowledge of general legal procedures and legal office operations and practices; ability to follow oral or written instructions;

and experience working with confidential information.

The OGC values and strives to create a work environment that provides a work-life balance and embodies EBMUD's values of Respect, Teamwork, Integrity and Stewardship.

It is extensively involved in the development of EBMUD's Diversity, Equity and Inclusion Strategic Plan. EBMUD offers a generous benefit package, a reasonable telecommuting policy, and the opportunity to participate in EBMUD Affinity Groups, including the Asian Pacific Employees Association, the Black Employee Network, the Hispanic Heritage Committee, the Raining Pride Committee and the Disability Advocacy and Rights Team.

Flexible / hybrid work from home schedule may be available for some positions in this job classification.

The salary range is $7,372 per month increasing to $7,741, $8,128, $8,534, and $8,961 after 6, 18, 30, and 42 months, respectively.

EBMUD is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, religion, creed, sex, gender, gender identity (including transgender status), gender expression, marital or registered domestic partnership status, age for individuals age forty or older, national origin, ancestry, disability (mental or physical), medical condition (cancer and genetic characteristics), genetic information, sexual orientation, military and veterans status, family or medical leave status, pregnancy (including childbirth, lactation or related medical condition), pregnancy disability leave status, domestic violence victim status, political affiliation, and other categories protected by federal, state and / or local laws.

Requirements

1.Completion of the 12th grade or its equivalent; and

2.Minimum two years of responsible legal clerical experience at the journey level in a law office.

Candidates must possess the physical characteristics to perform the critical and important duties of the job including lifting boxes, large case files and binders of materials.

Must also be willing to work overtime as needed.

The most competitive candidates will have at least five years of recent related experience.

Equivalent combinations of education and experience may be considered. To be considered under the "equivalent combination of education and experience" provision, it is your responsibility to include in your application materials written evidence of employment performed at the level of the typical duties of this position and / or coursework in subject areas directly related to this position.

For more information, see our FAQ page at http : / / www.ebmud.com / jobs / job-resources / job-faqs-frequently-asked-questions / .

The Selection Process

1.Submit a completed EBMUD application and the required supplemental question responses online at www.ebmud.com by 4 : 30 p.

m., Friday, September 13, 2024. Only application materials submitted online during the filing period will be accepted.

2.Candidates must achieve a passing score on each test part in order to advance to the next step in the selection process.

3.All qualified applications and supplemental responses will be competitively evaluated, with those candidates receiving a passing score to be invited to a panel interview tentatively scheduled for October 2024.

4.Successful candidates will be placed on the hiring list, based on rank, for further consideration to fill the current regular vacancy, as well as others occurring over the next 12 to 24 months.

5.The probation period for this position is 12 months. For those holding civil service status the probation period is 6 months.

6.All employment offers are conditional, pending the results of a Live Scan background screening. All selected finalists must participate in the Live Scan background screening process to remain in consideration for EBMUD employment.

Supplemental Information

As the first step in the selection process, responses to the supplemental questions must be submitted online with your regular EBMUD application.

You will be evaluated on a competitive basis and only candidates passing the competitive application review will continue in the selection process.

Describe your work experience clearly, thoroughly, and accurately. Be sure to include your employer's name and the time period of the experience you are describing.

Be specific and succinct. Your responses should demonstrate your ability to write in a concise and well-organized manner using correct grammar, spelling, and punctuation.

Questions cover a range of work responsibilities. Although you may use the same experience as the basis for answering more than one question, describing a variety of experience will provide the panel with a better understanding of the breadth and depth of your experience.

When describing your experience, please confine your remarks to assignments you have personally performed. Should you respond with comments such as "see application" or "see resume" instead of addressing the questions directly, your application may not be considered.