LEGAL SECRETARY

Job Description and Duties Under the direction of the Legal Support Supervisor I, the Legal Secretary will provide secretarial support in a fast-paced legal office of the Legal Division, which consists of litigation and house counsel/transactional attorneys, investigators, paralegals, and administrative staff in the following major specialties of law; Tort, Construction Arbitration, Environmental, Contracts, Employment, Real Property, Inverse Condemnation, legal opinions, and administrative matters.
Traditionally, each Legal Secretary is assigned to support two to four attorneys, but may provide clerical support and assistance to other professional staff.
Legal Secretaries are assigned to a team for back-up purposes and assistance with overflow work.
Incumbent must possess a valid typing certification of 45 WPM.
The Caltrans Legal Division is comprised of four main offices statewide including its headquarters office near the State Capitol in Sacramento and branches in Oakland, Los Angeles, and San Diego.
All four offices work together as one Caltrans Legal Division.
We have statewide administrative (legal support) committee with members from each office to facilitate information sharing and networking.
Our overall environment is both supportive and challenging where employees are given substantial responsibility at every stage of their career.
As an employee of the State of California the total compensation and benefits are excellent.
This includes holidays, vacation and sick leave (or annual leave) and health, dental, vision and pension benefits.
You will find additional information about the job in the Duty Statement.
Eligibility for hire may be determined by your score on the Legal Secretary Exam.
For those who do not have current eligibility (e.
g.
transfer, permissive reinstatement or voluntary demotions) and/or who will be new to state civil services employment, you must be on the state examination list to be eligible for these positions.
The Legal Secretary Exam is located here: https://www.
calcareers.
ca.
gov/JOBSGEN/5PB25.
PDF This position may be eligible for telework.
The amount of telework is at the discretion of the Department and based on Caltrans’s evolving telework policy.
Caltrans supports telework, recognizing that in-person attendance may be required based on operational needs.
Employees are expected to be able to report to their worksites with minimum notification if an urgent need arises.
The selected candidate will be required to commute to the headquartered location as needed to meet operational needs.
Business travel may be required and reimbursement considers an employee’s designated headquartered location, primary residence, and may be subject to CalHR regulations or applicable bargaining unit contract provisions.
All commute expenses to the headquartered location will be the responsibility of the selected candidate.
The Human Resources Contact is available to answer questions regarding the application process.
The Hiring Unit Contact is available to answer questions regarding the position.
PARF# 42-4-021 / JC-419115 You will find additional information about the job in the Duty Statement.
Working Conditions Position located in San Diego County.
While at their base of operation, employees will work in a climate-controlled office under artificial light.
However, due to periodic problems with the heating and air conditioning, the building temperature may fluctuate.
Position occasionally requires travel to Division's Legal Offices and elsewhere for training and working related purposes.
’ Telework may be available, but time in the office will be required.
New to State candidates will be hired into the minimum salary of the classification or minimum of alternate range when applicable.
Job Code #: JC-419115 Position #(s): 701-004-1282-XXX Working Title: Legal Secretary Classification: LEGAL SECRETARY $4,120.
00 - $5,581.
00 Work Location: San Diego County Telework: In Office Job Type: Permanent, Full Time Department Information Caltrans Mission: Provide a safe and reliable transportation network that serves all people and respects the environment.
Caltrans Vision: A brighter future for all through a world-class transportation network.
The Caltrans workforce is made up of diverse and unique individuals who contribute to our organizational success.
Caltrans is about celebrating diversity, valuing one another, and recognizing that Caltrans is strong not in spite of the diverse attributes of our workforce, but because of our diversity.
Department Website: www.
dot.
ca.
gov Frequently Asked Questions for an Applicant: https://dot.
ca.
gov/jobs/docs/faq-ct-applicants-081617.
pdf Director’s EEO Policy: https://dot.
ca.
gov/programs/equal-employment-opportunity Director’s EEO Policy Statement: https://dot.
ca.
gov/programs/equal-employment-opportunity Special Requirements The position(s) require(s) a(n) Typing Certificate.
You will be required to provide a copy of your certificate prior to being hired.
A current typing certificate (Issued within the past four years) verifying typing speed of a minimum of 45 wpm is required for this position.
The position(s) require(s) the ability to type at a minimum speed as designated on the Class Specifications (link available in the additional documentation section).
You must obtain a valid typing certificate, confirming your ability to meet the minimum typing speed, prior to being hired.
Additional information regarding acceptable typing tests is available at the CalCareers.
ca.
gov website.
The One-Stop Career Centers may offer free typing tests.
For a location near you, visit American Job Center Finder | CareerOneStop.
Acceptable typing certificate guidelines may be found here: CalCareers Typing Requirements.
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 transcript(s)/diploma for verification.
Unofficial, original or official sealed transcripts will be required upon appointment.
Applicants with foreign transcripts/degrees must provide a transcript/degree U.
S.
equivalency report evaluation that indicates the number of units and degree to which the foreign coursework is equivalent.
Here is a list of evaluation agencies: https://www.
naces.
org/members.
Application Instructions Completed applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered.
Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.
Final Filing Date: 3/4/2024 Who May Apply Individuals who are currently in the classification, eligible for lateral transfer, eligible for reinstatement, have list eligibility, are in the process of obtaining list eligibility, or have SROA and/or Surplus eligibility (please attach your letter, if available).
SROA and Surplus candidates are given priority; therefore, individuals with other eligibility may be considered in the event no SROA or Surplus candidates apply.
Individuals who are eligible for a Training and Development assignment may also be considered for this position(s).
Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process.
Applicants must meet the Minimum Qualifications stated in the Classification Specification(s).
How To Apply Complete Application Packages (including your Examination/Employment Application (STD 678) and applicable or required documents) must be submitted to apply for this Job Posting.
Application Packages may be submitted electronically through your CalCareer Account at www.
CalCareers.
ca.
gov.
When submitting your application in hard copy, a completed copy of the Application Package listing must be included.
If you choose to not apply electronically, a hard copy application package may be submitted through an alternative method listed below: Address for Mailing Application Packages You may submit your application and any applicable or required documents to: Department of Transportation Attn: Caltrans DHR Contact Certification Services MS-90 P O Box 168036 Sacramento, CA 95816-8036 Address for Drop-Off Application Packages You may drop off your application and any applicable or required documents at: Department of Transportation Caltrans DHR Contact Classification and Hiring Unit - ECOS 1727 30th Street, MS 90 Sacramento, CA 95816 Closed on weekends and State holidays.
08:00 AM - 05:00 PM 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 www.
CalCareers.
ca.
gov.
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 optional.
It may be included, but is not required.
Applicants requiring reasonable accommodations for the hiring interview process must request the necessary accommodations if scheduled for a hiring interview.
The request should be made at the time of contact to schedule the interview.
Questions regarding reasonable accommodations may be directed to the EEO contact listed on this job posting.
Benefits Click HERE to view the Benefits Summary for Civil Service Employees in the State of California.
Contact Information The Human Resources Contact is available to answer questions regarding the application process.
The Hiring Unit Contact is available to answer questions regarding the position.
Human Resources Contact: Julie Millard (279) 234-2397 Julie.
Millard@dot.
ca.
gov Hiring Unit Contact: Debra Johnson (916) 654-2630 Marti.
Johnson@dot.
ca.
gov Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled.
You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s) to the Department's EEO Office.
EEO Contact: Caltrans EEO Office (844) 368-3367 Ask.
eeo@dot.
ca.
gov California Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice) TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.
Important Application Instructions: The State application (STD.
678) is required and each section must be filled out completely and thoroughly.
For mailed or hand delivered applications to be considered for this position, the Job Control number (JC-419115), PARF# 42-4-021 and title of the position (Legal Secretary) must be included on the STD.
678 form.
Electronic applications through your CalCareers account are highly recommended and encouraged.
Candidates that meet the minimum qualifications based on possession of EDUCATION, LICENSE, OR CERTIFICATE must include a copy of your DEGREE/TRANSCRIPTS, LICENSE, or CERTIFICATE, along with your State application (STD.
678), to be considered for this position.
NOTE: Do not submit the “Equal Employment Opportunity” questionnaire (page 5) with your completed State application (STD.
678).
This page is for examination use only.
Do not include any confidential information on any documents you submit for this 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, birth date, driver’s license number, examination results, LEAP status, marital status, and age.
The job application packet checklist is not required to apply for this position.
Failure to follow these instructions may result in your application not being considered for this position.
Survey: Please take this 1-minute Caltrans Recruitment survey to tell us how you found out about this job! https://www.
surveymonkey.
com/r/HMQ7LDR https://youtu.
be/oC9wIp8QalI Equal Opportunity Employer The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.
It is an objective of the State of California to achieve a drug-free work place.
Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.