This position will receive 2.5% above the annual base salary as special pay to acknowledge their confidential status
The City of Rocklin is seeking a detail-oriented and highly organized Legal Secretary to support the City Attorney’s Office. This position plays a vital role in ensuring the efficient preparation and management of legal documents, correspondence, and records. The ideal candidate brings strong administrative skills, sound judgment, and a high level of discretion when handling confidential information.
The City Attorney's Office is seeking a candidate who demonstrates strong legal curiosity for legal processes and concepts, along with a demonstrated interest in the legal profession, particularly those who have explored or considered a career path as a paralegal.
Best-qualified candidates will be invited to participate in the selection process, which may include a written examination and a structured oral examination, tentatively scheduled for the week of April 27, 2026.
Duties may include, but are not limited to the following:
- Types, edits, and formats legal documents, including pleadings, briefs, opinions, ordinances, resolutions, contracts, correspondence, and other legal records; may prepare legal documents under direction and oversight from an attorney.
- Submits court filings and performs servicing of legal documents.
- Provides administrative support to the City Attorney by coordinating and communicating on legal and operational matters, and assisting in tracking assignments and deadlines.
- Prepares routine departmental correspondence and maintains well-organized files of correspondence, contracts, legal opinions, and other related records and documents.
- Performs special assignments or projects, including researching and compiling information and preparing reports.
- Prepares, maintains, and routinely updates a comprehensive master list of pending legal services and matters to ensure accurate tracking and timely follow-up.
- Tracks administrative, claim, litigation, and other deadlines and provides timely reminders to the City Attorney and assigned attorneys of the same.
- Coordinates and makes travel arrangements for City Attorney Office staff; arranges meetings and conferences; maintains schedules and calendars of City Attorney office staff, including hearings, meetings, and other deadlines.
- Performs accounts payable duties and assists with the coordination of the department budget.
- Performs clerical duties such as preparing, editing, copying, filing, and scanning documents; distributes mail.
- Maintains office law library, including organizing and updating legal reference materials in both print and digital formats; managing subscriptions to legal research services; and assisting staff with locating resources.
- Establishes, maintains, and organizes legal files, including electronic document management systems and physical records.
- Provides information in person or over the telephone relative to departmental procedures, policies, and records.
- Assists in the preparation of training materials and the coordination of City-wide trainings.
- Coordinates department administrative and business services activities with other City departments and outside agencies.
- Assists in evaluating office and inter-departmental procedures and makes recommendations for modifications as necessary to maintain efficient and effective office operations; assists in developing and implementing department objectives, policies, procedures, and work standards.
- Maintain and preserve confidentiality, attorney-client privilege, work product, and other sensitive information
- Performs related duties as assigned.
Education and ExperienceA combination of education and experience which would provide the required knowledge and abilities is qualifying. Note: education may not fully substitute for the required experience unless expressly stated herein. Equivalent to graduation from high school;
ANDTwo (2) years of full-time legal clerical or legal secretarial experience involving the preparation and processing of legal documents.
Additional coursework or certification in legal secretarial studies or paralegal studies is desirable. Experience in a municipal or public agency legal office or private law firm serving public agencies is highly desirable.
Licenses and Certifications- Possession of, or ability to obtain and maintain, a valid California Class C Driver License and a satisfactory driving record is required. Individuals who do not meet this requirement due to a disability will be reviewed on a case-by-case basis.
QUALIFICATIONS Knowledge of:- Legal office terminology, processes, procedures, and the format for legal documents.
- Administrative office support and secretarial practices and procedures, including filing and business letter writing.
- Operating procedures of a legal office.
- Laws, rules, and regulations governing public agency meetings, including the California Public Records Act, the Brown Act, subpoenas, and related laws governing maintenance, retention, disclosure, and access to public records, response deadlines, and compliance requirements.
- Calendaring requirements for legal items, including court filings.
- Principles and practices of legal recordkeeping.
- Attorney-client privilege, preservation of confidentiality for all work products and other sensitive information.
- Business arithmetic, including percentages and decimals.
- Techniques for providing a high level of customer service to the public and City staff, in person and over the telephone.
- Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
- The structure and content of the English language, including the meaning and spelling of words, rules of composition, punctuation, and grammar.
- Modern equipment and communication tools used for business functions and program, project, and task coordination.
- Computers and software programs (e.g., Microsoft software packages) to conduct, compile, and/or generate documentation.
Ability to:- Perform assigned duties with minimal supervision.
- Research and analyze information and data.
- Work accurately and thoroughly under tight deadlines, with attention to detail.
- Understand and carry out oral and written instructions.
- Maintain strict confidentiality of all records and information within the department.
- Coordinate activities with other City departments and agencies as required.
- Prepare and communicate clear, concise, and complete verbal and written reports and other written material.
- Maintain and preserve confidentiality, attorney-client privilege, work product, and other sensitive information.
- Maintain accurate records and files.
- Understand, interpret, and apply all pertinent laws, codes, regulations, policies, procedures, and standards relevant to work performed.
- Effectively represent the department and the City in meetings with governmental agencies, community groups, various business, professional, and regulatory organizations, and in meetings with individuals.
- Independently organize work, set priorities, meet critical deadlines, and follow up on assignments.
- Attend, represent the department, and make presentations at Council, interagency committees, and other meetings.
- Effectively use computer systems, software applications, 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.
- Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
- Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Supplemental Information
- While always welcome, a resume will not be accepted in lieu of an official City application. The application must be completed in its entirety (including any supplemental questions).
- All required documents must be attached to the application; missing documents may be submitted until the final filing date. Human Resources will not accept documents after the final filing date. For college education to be considered, the degree or transcripts must be attached to the application.
- Applicants will be screened against the minimum qualifications and then the desired qualifications. Those who qualify may be further screened to identify the best-qualified candidates.
- The City of Rocklin reserves the right to close this recruitment without prior notice.
- Please note that if you are a CalPERS Retired Annuitant, this position is not a retired annuitant eligible position. If you are a retired annuitant considering applying, you must reinstate from retirement (i.e., termination of CalPERS retirement and enrollment as an active employee) to be hired into this position.
The City of Rocklin is an Equal Opportunity Employer and encourages applicants from diverse backgrounds to apply.
