General Information
The list established from this recruitment will be used to fill present and future regular full-time and part-time positions at Ventura, Simi Valley or Oxnard court locations.
Definition
Under general supervision, provides general and confidential legal secretarial, and administrative support to Superior Court Judges, Judicial Officers and Court administrators; processes judicial decisions and other specialized clerical services in support of Superior Court of California, County of Ventura.
Distinguishing Characteristics
The Court Judicial Secretary class provides general, confidential secretarial and legal secretarial work by applying specific knowledge of legal procedures and formats to support one or more Judges and/or Court administrators.
Examples of Duties (With or Without Reasonable Accommodations)
Duties may include but are not limited to the following.
Relieves judges and/or administrators of routine administrative duties, which include independent preparation of less complex correspondence, maintaining calendars, scheduling meetings and conferences, and making travel arrangements; receives documents submitted to the court in ensure completeness, accuracy, and compliance with legal and procedural requirements.
Prepares, types, and proofreads legal documents (e.g., correspondence, memoranda, reports, forms, opinions, decisions, rulings, and instructions) from instructions, drafts, dictation, or transcripts.
Screens telephone calls and visitors, which may require answering a variety of questions related to the judicial system, processes and procedures; schedules appointments for the judges exercising considerable discretion in committing the judge’s time or referring caller to another appropriate source of information or service; places outgoing calls for the judges.
Handles confidential information regarding personnel, controversial matters, and affairs of personal delicacy; based on a thorough knowledge of court activities and policies, prepares calendars, receives requests to continue or take matters off calendar, and releases information to authorized parties, attorneys, and newspaper reporters.
Reviews court orders, claims forms, and other documents prior to signature by the judge.
Performs clerical duties such as filing, copying, assembling reports and documents, and processing mail; operates a computer and a variety of other office equipment.
Keeps judge’s law library current, inserting published additions and supplements to statutes, digests, reports, etc., and destroying outdated material as appropriate.
Gathers and compiles pertinent information to assist the judges in denying, granting and/or scheduling writs/cases for hearing.
May serve as secretary to one or more court committees; arranging for and sending out notices of meetings, making travel arrangements, arranging luncheons; confirming attendance of members, preparing agendas from notes received from several sources, keeping a general record of the activity including verbatim reports; typing notes or minutes for judge’s approval.
Performs basic legal research; collects, compiles, verifies, and presents data for statistical studies and reports.
Judgment And Responsibility
Incumbents in this class receive general supervision, and perform a variety of legal secretarial tasks in accordance with pre-established policies, procedures, and standards. Errors in work or judgment could result in inaccurate or incomplete legal documents being processed, inaccurate calendars for judges, or the release of highly confidential information. Day-to-day activities may require independent judgment to prioritize work. Incumbents have no responsibility for the work of others.
Education
Minimum Requirements & Qualifications (With or Without Reasonable Accommodation)
High school diploma or equivalent.
Experience
A minimum of two (2) years legal secretarial experience which includes filing, reviewing and processing of legal documents.
Knowledge, Skills, And Abilities
Thorough knowledge of Rules of Court; California Style Manual; Courtroom protocol and procedures.
Knowledge of legal office practices and procedures.
Knowledge of legal document forms, formats, record keeping requirements and processing policies and regulations.
Knowledge of basic legal terminology and procedures.
Knowledge of correct English usage, spelling and punctuation, spelling and abbreviations.
Proficiency in the operation of personal computer and its peripherals and other general office equipment.
Proficiency in transcribing from dictation tapes.
Incumbents may be required to work outside normal business hours.
Ability to transcribe reports and minutes using legal vocabulary.
Ability to exercise tact and diplomacy in dealing with high level officials, media reporters and members of the Bar.
Ability to interpret and apply rules, regulations, policies and procedures.
Ability to compose clear and concise correspondence independently; exercise discretion in handling confidential or sensitive information.
Ability to work rapidly and accurately in a fast paced environment.
Ability to meet deadlines.
Necessary Special Requirements
Typing proficiency of at least 50 net words per minute in a five-minute timed test. Applicant must provide at the time of the written examination a original typing certificate and a copy of the certificate for our records. The certificate must have been issued in the past twenty-four (24) months prior to the application filing deadline date. For further information, please visit www.ventura.courts.ca.gov/hr/typing_test_info.pdf.
Physical Requirements With Or Without Accommodation
Ability to use a personal computer and its peripherals.
Ability to use general office equipment.
Important Recruitment Information
THE EXAMINATION PROCESS
TO APPLY: Please visit our website at www.ventura.courts.ca.gov to submit an online application.
FINAL FILING DATE: Online application must be submitted
by 5 p.m. Monday, April 21, 2008.
APPLICATION EVALUATION- Qualifying: All applications will be reviewed to determine whether or not the stated requirements are met. Those individuals meeting the stated requirements will be invited to continue through the screening and selection process.
WRITTEN EXAMINATION: A job-related written examination will be administered to test qualifying candidates' knowledge of English usage, grammar, spelling, vocabulary, reading comprehension, filing, proof reading, and office practices. Candidates must earn a passing score of seventy percent (70%) or higher to qualify for continuation in the recruitment process.
The written exam will be conducted on Thursday, May 1, 2008.
ORAL EXAMINATION: A job-related oral examination will be conducted to evaluate and compare participating candidates’ knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job. Candidates must earn a passing score of seventy percent (70%) or higher to qualify for placement on the eligible applicant list.
The oral exams will be conducted on Thursday, May 15, 2008 (a second day may be added as needed).
PERSONAL QUALIFICATIONS: All applicants must possess the personal qualifications generally recognized as essential to being an outstanding public employee, including integrity, initiative, dependability, courtesy, good judgment and ability to work with others as a team and follow instructions.
BACKGROUND INVESTIGATION:Candidates will be subject to a thorough background investigation, which may include inquiry into past employment, education, credit, criminal background and driving record.
The Court is an Equal Employment Opportunity employer. We do not discriminate based on race, ethnic background, national origin, religion, gender, sexual orientation, marital status, age, or disability.
Benefits
In addition to your wages, the Superior Court of California, Superior Court of California, County of Ventura offers you an extensive benefits package, including:
- FLEXIBLE BENEFIT PROGRAM: You allocate the Court’s non-taxable biweekly contribution among several benefit options, such as Medical, Dental and Vision benefits. Pre-tax Salary Reduction available if the costs for the benefits package you select exceed the Superior Court of California, County of Ventura's contribution. This saves you taxes by lowering your taxable income. Cash added to your biweekly taxable pay, depending on the selection you have made.
- FLEXIBLE SPENDING ACCOUNTS: Increase your spending power by reimbursing you with pre-taxed dollars for IRS approved dependent care and health care expenses.
- ANNUAL LEAVE: Annual leave is earned according to policy and guideline set forth by the court.
- DEFERRED COMPENSATION PROGRAM: 401(k) and 457 Deferred Comp programs are available to eligible employees.
- RETIREMENT
- REFER TO BENEFITS HANDBOOK FOR MORE INFORMATION: http://www.ventura.courts.ca.gov/careers.html
This summary is informational only, and cannot modify or affect your benefits in any way, nor shall you accrue any rights because of a statement or omission from this summary. Please refer to Plan Brochures and Memorandum of Agreement or Resolution for details.
01
Do you possess a high school diploma or equivalent? (Note: This is a minimum requirement for the job. Please do not submit your application if you don't meet this requirement).
02
Do you posses a minimum of two (2) years legal secretarial experience which includes filing, reviewing and processing of legal documents?
03
Do you have the ability to type a minimum of 50 net words per minute? (A current typing certificate is required for the position and must be presented at the time of the written examination).
04
BACKGROUND INVESTIGATION: Court applicants are subject to a thorough background investigation that may include the following: past employment, education, credit, civil, criminal background and driving record. Please check 'Yes' to indicate that you are aware of this requirement.
05
Applicants are asked to voluntarily provide the following information. VETERANS PREFERENCE CREDIT: Please go to our website at http://www.ventura.courts.ca.gov/hr/veterans_info.pdf to see if you qualify for our veteran’s preference credit. Once you’ve read our guidelines, please indicate if you would like to receive veteran’s preference credit. (A copy of your DD 214 will need to be submitted upon request by the Superior Court of California, County of Ventura to be considered): Do you want to receive veteran’s preference credit?
06
Applicants are asked to voluntarily provide the following information. Response to these EQUAL EMPLOYMENT OPPORTUNITY questions will be separated from the application prior to the examination and will not be used in any employment decisions. Government Code Section 19705 authorizes the Superior Court of California, County of Ventura to retain this information for research and statistical purposes. (For ethnicity: Please check one box that best describes your race/ethnicity)
- American Indian/Alaskan Native
- Asian/Pacific Islanders
- Black/African Americans
- Hispanic
- White
- Other
07
Applicants Are Asked To Voluntarily Provide The Following Information. Responses To This Question Will Be Separated From The Application Prior To Screening. This Information Will Be Kept Confidential And Will Be Used For Statistical Purpose Only. Age Group
08
Applicants Are Asked To Voluntarily Provide The Following Information. Responses To This Question Will Be Separated From The Application Prior To Screening. This Information Will Be Kept Confidential And Will Be Used For Statistical Purpose Only. Please Provide Your Gender
09
Applicants are asked to voluntarily provide the following information. This information will be kept confidential and will be used for statistical purpose only. Please tell us how you learned about this job posting.
- Newspaper
- Court Internet
- Monster.com
- Governmentjobs.com
- Employee Referral
- Journal/Publication
- Business/Social/Community Organization
- Other
- Required Question
