Job Announcement - Legal Assistant
POSITION: LEGAL ASSISTANT
CLASSIFICATION: Legal Assistant (Legal Section)
SALARY RANGE: Grade V of the Salary Plan: $50,250 to $64,324 per year
DESCRIPTION: Under the direct supervision of the General Counsel and Deputy General Counsel and the general supervision of the other members of the Office of General Counsel, perform varied, difficult, confidential and often sensitive office administrative, paralegal and office support functions in the legal office. The position requires a thorough knowledge of legal office procedures, on-line legal research tools, and legal terminology; and requires confidentiality. Assignments will vary in difficulty and complexity based upon the incumbent’s experience, expertise and demonstrated proficiency. Perform other related duties as required.
QUALIFICATIONS: Education: Completion of a high school degree and technical training as legal assistant required.
Experience: Minimum four years of progressively responsible, relevant and verifiable professional secretarial or office administrative experience, one of which must have been served in a law office in either the public or private sector.
Must have experience in: Furnishing administrative or secretarial support for multiple attorneys. Conducting legal research on-line with one or more of the generally used Internet-based resources, such as Westlaw or Lexis. Reviewing and editing prepared documents for accuracy. Developing and maintaining records management and filing systems. Maintaining legal volumes to ensure that law library is up-to-date.
Knowledge of: Law office administrative and management practices and procedures; Basic functions and organization of public bodies; Legal reference materials and research techniques including on-line research tools; Techniques for legal calendaring, e-filing, and PACER document retrieval; Legal terminology, forms, documents and requirements used in legal practice and proceedings; English usage, spelling, grammar and punctuation; Office procedures, methods and equipment, and common software applications, including Microsoft Office and Excel.; Principles and procedures of record keeping.
Ability to: Perform responsible, complex, technical, difficult and confidential secretarial work; Compose correspondence and prepare standard legal documents; Type accurately and clearly from clear copy at a rate of 50 words per minutes; Organize, set priorities and exercise sound independent judgment within areas of responsibility; Perform electronic legal research; organize and maintain complex and extensive legal and office files and calendars; Maintain sensitive and confidential information; Use tact, discretion and diplomacy in dealing with sensitive situations, outside legal counsel and litigants; Communicate clearly and concisely, both orally and in writing; Establish and maintain effective working relationships; Read, understand and review legal documents for accuracy and relevant information; Analyze situations and identify an effective course of action to solve inquiries, problems and complaints; Read, interpret and record data accurately; Work independently; Make sound decisions within established guidelines; Follow written and oral directions.
ASSIGNMENTS: Under the direct supervision of the General Counsel and Deputy General Counsel and the general supervision of the other members of the Office of General Counsel, the Legal Assistant will perform the following tasks:
· Draft memoranda, correspondence, transmittals, and other documents and reports; proofread and check written materials for accuracy, completeness and compliance with MTC’s standards and legal requirements; coordinate and assist response to requests for production of documents in connection with litigation; organize, copy, mail, fax, and/or arrange service and delivery of court documents and exhibits; compile and maintain complex and extensive records and prepare appropriate reports; provide office support services to the General Counsel and other attorneys in the Office of General Counsel.
· Receive and screen visitors and telephone calls, refer inquiries as appropriate; provide and handle information requiring sensitivity and use of sound independent judgment; review, prioritize and route incoming correspondence; respond to requests for information.
· Maintain calendars; schedule meetings; coordinate, organize, maintain, update various records, files, manuals and resource materials; prioritize, distribute and process incoming and outgoing mail; handle confidential correspondence; make travel arrangements and conference reservations; and arrange meetings, conferences and civic functions; facilitate communications.
· Maintain the GroupWise calendar for attorneys in the General Counsel’s Office; verify and monitor timelines for all legal filings, appearances and deadlines; establish and monitor litigation, legal and contract files; organize and maintain general office files; order and update legal reference materials and maintain the law library.
· Assist with the preparation of documents and legal research at the direction, and under the supervision of the General Counsel or other attorneys; conduct legal research projects;
· Establish positive working relationships with Agency management and staff, and the public. Interact with government officials, commissioners, the public and all levels of Agency personnel.
· Provide information regarding the functions, policies and administrative procedures relevant to the Office of General Counsel to the public and other staff.
· Assist with and/or administer special projects.
· Perform related duties as assigned.
INSTRUCTIONS TO APPLICANTS:
Submit an MTC Application and a current resume to: Human Resources Office, Metropolitan Transportation Commission, 101 Eighth Street, Oakland, CA 94607. Applications submitted without all of the required materials will not be given further consideration. Application materials must arrive in the Human Resources Office before 5:00 p.m. on Friday, March 10, 2006. Faxed or emailed applications are not acceptable.
Applications may be downloaded from MTC’s website, . or contact MTC’s Job Hotline, at (510) 817-5818, or email jobhotline@.... Leave your contact information and position applying for, to receive the announcement and application forms by mail.
EMPLOYEE SELECTION PROCESS:
This Job Announcement sets a cut-off date and time for the receipt of applications. Applications will be reviewed as promptly as possible following the cut-off date. Those candidates whose applications show the best combination of training, experience, knowledge, and ability relevant to the position will be invited for an interview.
A panel whose members are acquainted with the requirements of the position will conduct interviews. At the conclusion of the interviews, the panel will rate the candidates. The Executive Director may offer the position to the best-qualified candidate.
After the position has been offered and accepted, all other considered candidates will be notified promptly of the filling of the position. The panel will recommend which of the candidates interviewed but not selected may constitute an "eligibility" list, which will remain in effect for six months. In the event the same, or very similar position becomes available during that period, the list may be used for further selection. In the event that a suitable candidate is not found, the position may be reopened for further recruitment.
The initial six months of service in this position constitute a probation period. The purpose of probation is to assist the employee in adapting to the new job, to evaluate the employee’s performance relative to continuation in the position, and to provide for corrective measures when performance is deficient.
MTC staff employees are paid on the basis of an adopted salary schedule. The cited grade for this position consists of a total of eleven steps with intervals of approximately 2½% available for merit progression.
THE FOLLOWING ARE AMONG THE BENEFITS OFFERED TO EMPLOYEES OF MTC:
· One day per month paid vacation leave; for each year of service, an additional day per year is granted to a maximum of 25 days per year.
· One day per month paid sick leave, with no limit to the amount of sick leave that can be accumulated. (May cash out up to 240 hours of accumulated sick leave upon separation from the Agency.)
· Eleven paid holidays per year.
· Personal business leave; up to three days per year depending upon date of hire.
· Health Benefits Insurance through the Public Employees’ Retirement System (dependent coverage shared by the employee and MTC).
· Agency-paid Vision Care Insurance, employees only (no dependent coverage).
· Agency-paid Dental Insurance (dependent coverage shared by the employee and MTC).
· Agency-paid Life, AD&D, and Long Term Disability Insurance.
· Public Employees’ Retirement System (PERS); the total contribution paid by MTC. PERS is in lieu of employee contribution to the Social Security System.
· Transit/Parking Subsidy.
· Alternative payroll savings plans (deferred compensation plans, two credit unions).
QUALIFICATION FOR EMPLOYMENT IN THE UNITED STATES:
The selected candidate will be required to provide verification of his/her identity and evidence of having legal authorization to work in the United States prior to beginning employment. The selected candidate must maintain his/her employment eligibility status and will be responsible for notifying MTC of any changes.
MTC conducts background checks to verify information included in the candidate’s application, resume and supplemental materials.
CALIFORNIA DRIVERS LICENSE:
A valid California Drivers License is required, as MTC employees may be expected to operate an automobile in the performance of assigned duties. Exceptions to this policy will be reviewed on a case-by-case basis to accommodate special needs.
MTC IS AN EEO/AA EMPLOYER:
The Metropolitan Transportation Commission is a non-discriminatory employer. MTC provides all employees and applicants with an equal opportunity in every aspect of the employment experience regardless of race, color, religion, sex, age, national origin, physical handicap, medical condition, or marital status. This policy is implemented through an ongoing affirmative action program to ensure maximum opportunity to participate in the Commission's programs.
The Metropolitan Transportation Commission is a regional transportation-planning agency created by the legislature pursuant to Government Code Sections 66500 et seq. to provide coordinated transportation development for the nine-county Bay Area.