Retirement Legal Management Assistant IV-CC

Ventura County

Retirement Legal Management Assistant IV-CC

SALARY            $34.60 - $48.44 Hourly                        LOCATION       Ventura County Government Center, CA

                          $2,768.16 - $3,875.42 Biweekly

                          $5,997.68 - $8,396.75 Monthly

                          $71,972.18 - $100,761.04 Annually

JOB TYPE         Full-Time                                                JOB NUMBER 1341RET-25AA (YM)

DEPARTMENT  Ventura County Employees' Retirement Association

OPENING DATE 09/24/2025

CLOSING DATE 10/7/2025 5:00 PM Pacific

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 Ill-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.

Please visit the website for more information. 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.

For further information regarding this recruitment, please contact Yvonne Martinez by email at

Yvonne.Martinez@venturacounty.gov or phone (805) 654-305 1.