Job & Business Opportunities

Job Summary

This classification is primarily responsible for performing tasks with either a litigation or transactional emphasis. This is the entry level within this series, and is typically the trainee level. Work mainly involves performing prescribed tasks in a somewhat predictable order. Exceptions are regular but are carried out according to predetermined policies or procedure.

Transactional Emphasis: Contract preparation; information tracking and recording; due diligence; and clerical and other related duties as assigned.

Litigation Emphasis: Draft responses to discovery. Summarize medical records, depositions, and discovery responses. Draft correspondence to opposing counsel regarding discovery extension. Draft simple motions regarding discovery issues. Determine need for further or supplemental discovery responses. Other related duties as assigned.

Supervision

Supervision Received
This is the entry level in the paralegal series wherein the incumbent works under direct supervision and receives specific instructions regarding the scope and approach to projects or assignments.

Supervision Exercised
This class does not supervise.

Distinguishing Characteristics

N/A

Essential Functions

A. Document and Correspondence Preparation
Duties may include:
Coordinate with contract administration staff. Draft contracts and finalize according to attorney’s directions. Track contracts through signature process. Verify all necessary documentation is present for contracts before releasing. Update and maintain pending contracts list on Intranet. Create SAP requisition as needed for contracts. Other related duties as assigned.

B. Legal Research
Duties may include:
Perform research for attorneys as requested. Locate contracts, District policies, ordinances, and information from prior Board meetings. Other related duties as assigned.

C. Document Review
Duties may include:
Proofread ITB’s, RFP’s, LOS’s, and issue papers. Compare and proofread contracts for accuracy. Other related duties as assigned.

D. Information Tracking and Recording
Duties may include:
Maintain Legal Division lists on Headways. Coordinate and calendar responses to Public Records Act requests and Requests for Production. Calendar contract terms and remind departments when their contracts are expiring. Back up Legal Division files. Other related duties as assigned.

E. Clerical and Miscellaneous Duties
Duties may include:
Input payroll as needed. Sort incoming and outgoing mail. May provide notary services for the District. Update and maintain all contract and subject matter lists. Other related duties as assigned.

F. Due Diligence
Duties may include:
Verify that contracts are signed according to California requirements and all necessary certificates, bonds, and forms have been signed, dated, and returned. Coordinate with Risk Unit to verify that contractor is in compliance with insurance requirements. If contract requires bonds, verify that contractor’s bonds are in compliance and that the contractor is authorized to do business in California. Maintain legal calendar. File FTA lobbying reports. Track Campaign Contribution Disclosure Forms for Board contracts. Other related duties as assigned.

Litigation Emphasis:
A. Document and Correspondence Preparation
Duties may include:
Draft responses to discovery. Summarize medical records and depositions. Draft correspondence to opposing counsel regarding discovery extensions. Draft simple motions regarding discovery issues. Summarize discovery responses received from other parties. Determine need for further or supplemental discovery responses. Process completed correspondence and legal documents for mailing. Photocopy legal documents. Reproduce color photos as required. Other related duties as assigned.

B. Legal Research
Duties may include:
Research local court rules for legal calendaring purposes. Interpret and apply laws for use in preparation of cases for attorney review. Study civil and federal court rules for preparation of appropriate legal documents, and for compliance with subpoena timelines. Review witness cards and statements. Locate witnesses by information provided in case files and databases. Evaluate witnesses and potential witnesses, and obtain information through telephone interview. Other related duties as assigned.

C. Case Management
Duties may include:
Receive and review discovery for legal calendaring, ensure compliance with discovery deadlines, adjusting to comport to extensions given in line with discovery rules. Track down and maintain ongoing discovery in compliance with discovery rules. Calendar events and matters on legal calendaring system. Other related duties as assigned.

D. Miscellaneous Duties
Duties may include:
Provide backup support for payroll, SAP, and mail sorting. Accept service of process, and track documents. Other related duties and projects as assigned.

Job Demands

Physical and Mental Requirements:
Mobility: frequent use of keyboard; frequent sitting for long periods of time; occasional bending or squatting.
Lifting: frequently up to 10 pounds; occasionally up to 25 pounds.
Vision: constant use of overall vision; frequent reading and close-up work; occasional color and depth vision.
Dexterity; frequent repetitive motion; frequent writing; frequent grasping, holding, reaching.
Hearing/Talking: frequent hearing and talking, in person and on the phone.
Emotional/Psychological: frequent decision-making and concentration; frequent public and/or coworker contact; occasional working alone.

Environmental: None noted

Knowledge and Abilities

A. Required Knowledge of:
English usage, grammar, spelling, and punctuation.
Notary commission and signing requirements.
Legal calendaring software.
Applicable rules and laws regarding different types of legal documents.
Methods of legal research.
Transactional Emphasis
Corporate signing requirements, procurement ordinance, basic contract law, and service of process statutes.
Contract specification requirements.
FTA lobbying requirements.

Litigation Emphasis
Appropriate methods to locate witnesses.
California Rules of Evidence and civil litigation laws and rules.
Case materials.
Civil and federal court rules, discovery rules, court timelines, format requirements, locations and business hours.
File legal documents with the appropriate court department.
Medical terminology.

B. Required Ability to:
Ability to learn District Legal Division procedures.
Ability to learn District Conflict of Interest Code.
Learn District and departmental operating policies, procedures, systems, methods, and tasks.
Speak clearly and communicate messages to appropriate individuals.
Organize information clearly and precisely.
Communicate effectively with coworkers on projects.
Establish and maintain cooperative working relationship with others in the District.
Locate and apply correct rules, laws, and legal principles.
Understand legal concepts.
Plan, organize, develop, and supervise the projects for timely completion and attorney review.

Litigation Emphasis
Communicate effectively during oral interviews with witnesses.
Effectively communicate with witnesses to be able to elicit information from witnesses that may be helpful to the case.
Locate and retrieve documents from District departments in compliance with subpoena.
Interpret and understand what documents are being requested in subpoena and comply with production dates.
Keep discovery within the time constraints per civil and federal rules of court, discovery procedures, and court timelines.
Interpret court’s notices to attorneys regarding legal calendaring system.

C. Required Computer Skills:
Common word processing software.
Common spreadsheet software.
Common database applications.
ERMS software concepts.
Accounting or operations software functionality.
Email, contact management, and scheduling software.
Project management software.
Presentation software.

Minimum Qualifications — Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

A. Required Prior Experience
One-year experience performing law-related duties under the direct supervision of an active California State Bar certified attorney.

B. Required Education, Licenses and/or Certificates
High School diploma or equivalent and possession of a Paralegal Certificate as defined under Section 6450 of the California Business and Professions Code. California notary license is highly desirable.