Retirement Legal Management Assistant IV-CC

Description

WHAT WE OFFER

• Flexible Schedules - Flexible and hybrid telework schedules are possible.
• Educational Incentive - An educational incentive of 2.5% for completion of an associate degree, 3.5% for completion of a bachelor's degree, OR 5% for completion of a graduate degree.
• Bilingual Incentive - Incumbents may also be eligible for a bilingual incentive depending upon operational needs and certification skills.
• Annual Leave - 208 hours per year, increasing to 288 hours after 5 years of service.
• Annual Leave Redemption - The ability to "cash in" or redeem up to 100 hours of Annual Leave per year after using 80 hours in the preceding twelve months.
• Deferred Compensation - Eligible to participate in the County's 401(k) Shared Savings Plan and/or the Section 457 Plan. This position is eligible for up to a 3% match on your 401(k) contributions.
• Health Plans - Full time employees are afforded a flexible credit allowance for purchasing medical, dental, and/or vision insurance from a group of authorized plans: Tier one for employee only is $509 per biweekly pay period, tier two for employee plus one is $779 per biweekly pay period and tier three for employee plus family is $983 per biweekly pay period.
• Flexible Spending Accounts - Choice of participation in the Flexible Spending Accounts, which increase spending power through reimbursement of pre-tax dollars for IRS-approved dependent care and health care expenses.
• Pension Plan - Both the County and employees contribute to the County's Retirement Plan and to Social Security. If eligible, reciprocity may be established with other public retirement systems, such as CalPERS.
• Holidays - 12 paid days per year, which includes a scheduled floating holiday.

Description

Under direction of assigned attorney or manager, provides specialized secretarial, complex clerical and advanced technical support to assigned attorney staff within the Retirement Office; and performs related duties as required.

The ideal candidate will be able to provide the full range of executive legal secretarial and administrative support to assigned management attorney staff; will have extensive knowledge of civil litigation and administrative practices and procedures; will have a conceptual framework of retirement benefit related areas such as public employee benefits administration, disability retirement, family law, probate law, trusts and estates and conservatorships; will have knowledge of open meeting laws; and may have experience providing lead or supervisory direction or training for other clerical staff.

AGENCY/DEPARTMENT: Ventura County Employees' Retirement Association (VCERA)

The eligible list established from this recruitment may be used to fill current and future Regular (including Temporary and Fixed Term), Intermittent, and Extra Help vacancies for this position only. There is currently one (1) Regular vacancy within VCERA.

Legal Management Assistant IV-CC is a Management/Confidential classification and is eligible for overtime compensation. Incumbents in this classification are eligible for benefits at the MCC level.
TENTATIVE SCHEDULE
OPENING DATE: September 24, 2025
CLOSING DATE: October 7, 2025, at 5:00 PM

Examples Of Duties

Duties may include but are not limited to the following:

• Prepares and coordinates legal documents, (e.g., marital joinder pleadings, domestic relations orders, conservatorship-related filings, summons and complaints, motions, briefs, discovery documents, subpoenas, administrative hearing notices, administrative records), opinion memoranda, staff reports and a variety of other legal documents and forms, all of which require application of legal procedures and formatting as well as an understanding of the function of the retirement system.
• Serves as liaison periodically to outside agencies, members and/or their representatives, effectively communicating professionally to provide general procedural and case information while distinguishing between sensitive and public information.
• Coordinates with Operations staff in the areas of divorces and community property issues, disability case administration, and other probate related matters.
• Supports General Counsel in the management of joinder cases, including preparation and filing of responses to joinder pleadings, review and filing of domestic relations orders, development of domestic relations model orders and development of filing instructions for members and/or their former spouses appearing in pro per.
• Proofreads and corrects written work for grammar, spelling, punctuation, and conformance to established legal and/or administrative procedures or other guidelines, and develops forms and standardized correspondence language for use in document preparation.
• Assists attorney staff in performing legal research which includes citation and content verification for accuracy, shepardizing citations, and related activities which require the application of routine and/or complex legal research methods.
• Provides employers, members and beneficiaries, legal representatives, and others general procedural and/or case information which requires distinguishing between and consideration of sensitive or confidential versus public information.
• Routinely interacts and effectively communicates in a professional manner with members, attorneys, labor organizations, County and district employers.
• Enters and maintains case and legal department information in document management software program.
• Trains and assists other staff regarding legal procedure, formatting issues, court rules, and filing requirements in various courts.
• Prepares board meeting agendas by drafting content, compiling supporting materials, and reviewing documents for compliance and proper formatting.
• Provides board clerk support to the Retirement Administrator and Board of Retirement in managing Brown Act requirements for posting and filing.
• Ensures Public Records Request Act requirements are followed.
• Periodically supports the Chief Investment Officer in the review of securities litigation claims processing and/or other reporting activities.
• Organizes and maintains legal and administrative records.
• Reviews on a routine basis all court rules to determine relevant changes and develop proposed updates to internal processes and procedures.
• May provide lead/supervisory direction or training for other clerical staff regarding legal procedure, formatting issues, court rules, and filing requirements in various courts.
• Performs other related duties as assigned.

Typical Qualifications

These are the entrance requirements to the examination process and ensure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING AND EXPERIENCE:

Any combination of education and/or experience that would provide the knowledge and abilities listed below. The required knowledge, skills, and abilities can be met by:

• A minimum of six (6) years of general office secretarial/clerical experience which includes at least four (4) years of legal clerical experience demonstrating knowledge of complex civil litigation secretarial procedures and practices. Lead clerical/supervisory skills or experience may be required.

OR

• At least one (1) year as a Legal Management Assistant III-CC with the County of Ventura.
  

NECESSARY SPECIAL REQUIREMENTS:

• Knowledge and experience with legal terminology.
• Experience with legal research software (e.g. Westlaw).
• Experience with Legal document management software (e.g. PerfectLaw).
• Advanced proficiency with Microsoft Word.
• Excellent written communication skills must be demonstrated in the completion of the employment application and supplemental questionnaire.

DESIRED:

• Experience accessing and conducting online case inquiries with Superior and Appellate Courts to obtain available case and filing information.
• Experience with laws pertaining to public boards, such as Open Meeting and public records laws.

KNOWLEDGE, SKILLS, and ABILITIES:

Thorough knowledge of:

• General and legal office practices and procedures, clerical methods, and law office operations;
• Open Meeting Law (e.g., Brown Act) requirements, legal terminology, legal forms, specialized legal document formats, and routine procedural documents;
• Legal and general filing systems, recordkeeping techniques, and case file organization;
• Reference materials;
• Grammar, spelling, punctuation, and professional correspondence standards; and
• Office equipment such as computers, copiers, and fax machines.

Advanced skill in:

• Word processing software;
• Formatting legal forms and composing standard correspondence; and
• Routine and complex legal research methods of legal software using technical and internet resources.

Thorough ability to:

• Draft, format, and finalize legal documents from various forms for board meeting agendas (e.g., typewritten, handwritten, voice-recorded), including pleadings, briefs, DROs, subpoenas and hearing notices;
• Manage the Brown Act requirements for posting and filing;
• Ensure Public Records Request Act requirements are followed;
• Understand, interpret, and apply laws, court rules, regulations, policies, and procedures;
• Evaluate unusual situations and resolve them within standard and legal procedural frameworks;
• Create, maintain, and organize accurate legal case files and large volumes of discovery materials and administrative records;
• Prioritize tasks, manage deadlines, and perform under pressure;
• Use and troubleshoot legal-specific software (e.g., case management software), and assist/train others in software use;
• Appropriately handle highly confidential and sensitive information and materials
• Communicate effectively with attorneys, members, VCERA stakeholders, and the public;
• Take initiative to learn new tasks, enhance skills, and expand knowledge of court rules and effective communication skills; and
• Provide lead/supervisory direction or training for other clerical staff.

Recruitment Process

FINAL FILING DATE: Applications must be received by Ventura County Human Resources Department in Ventura, California, no later than 5:00 PM on October 7, 2025.

To apply online, please refer to our website at www.venturacounty.gov/jobs. If you prefer to submit a paper application, please call (805) 654-5129 for application materials and submit them to County of Ventura, Human Resources Division, 800 S. Victoria Ave., Loc. # 1970, Ventura, CA 93009.

NOTE TO APPLICANTS: Sufficient information must be provided under the Education/Work Experience portion of the application and supplemental questionnaire to determine eligibility. A resume may be attached to supplement your responses in the above-referenced sections; however, it may not be submitted in lieu of the application.

NOTE: If presently permanently employed in another "merit" or "civil service" public agency/entity in the same or substantively similar position as is advertised, and if appointed to that position by successful performance in a "merit" or "civil service" style examination, then appointment by "Lateral Transfer" may be possible. If interested, please click here (Download PDF reader) (Download PDF reader) for additional information.

SUPPLEMENTAL QUESTIONNAIRE - qualifying: All applicants are required to complete and submit the questionnaire for this examination at the time of filing. The supplemental questionnaire may be used throughout the examination process to assist in determining each applicant's qualifications and acceptability for the position. Failure to complete and submit the questionnaire will result in the application being removed from consideration.

APPLICATION EVALUATION - qualifying: All applications will be reviewed to determine whether the stated requirements are met. Those individuals meeting the stated requirements will be invited to continue to the next step in the screening and selection process.

WRITTEN EXAMINATION - 100%: A job-related written examination will be conducted to evaluate and compare participating candidates’ knowledge of grammar/punctuation, spelling, legal knowledge/terminology and legal citations. Candidates must earn a score of seventy percent (70) or higher to qualify for placement on the eligible list.

ELIGIBLE LIST:

Candidates successfully completing the examination process may be placed on an eligible list for a period of one (1) year.

BACKGROUND INVESTIGATION:

A thorough pre-employment, post-offer background investigation, which may include inquiry into past employment, education, criminal background information and driving record, may be required for this position.

EQUAL EMPLOYMENT OPPORTUNITY:

The County of Ventura 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.

For further information regarding this recruitment, please contact Yvonne Martinez by email at Yvonne.Martinez@venturacounty.gov or phone (805) 654-3051.

YOUR BENEFITS AS A COUNTY OF VENTURA EMPLOYEE

MANAGEMENT

To learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.

• Benefits website or you may call (805) 654-2570.
• Retirement FAQ's
• Memorandum of Agreement

Union Codes: MB3, MB4, MS, MT,MCC, OU

Closing Date/Time: 10/7/2025 5:00 PM Pacific

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• County of Ventura

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