Job Details

Job Posting:Legal Administrative Assistant

State Controller's Office

JC-483595 -

JC-483595 - Legal Administrative Assistant
ADMINISTRATIVE ASSISTANT II

$5,855.00 - $7,327.00 per Month
New to State candidates will be hired into the minimum salary of the classification or minimum of alternate range when applicable.

Final Filing Date: 8/4/2025

Job Description and Duties

Under the supervision of Assistant Chief Counsel, the Administrative Assistant II performs a variety of administrative and analytical duties relating to the program needs of the State Controller's Office (SCO) and in support of the attorneys in the Legal Office.

The incumbent provides a high level of administrative and clerical support, and interacts with attorneys, board members, legislators, senior management, stakeholders, co nsultants, and government officials. The position requires sensitivity to confidential matters, independence of action, initiative, a customer service focus, and a thorough knowledge of the organization. The incumbent must be a team player who communicates effectively and consistently with other members of the Administrative Support Team as required to support the Team's responsibilities.

Duties Performed:
(Candidates must perform the following functions with or without reasonable accommodations.)

Calendar Management

• Manage complex Legal Office calendars. This includes coordinating meetings with internal and external stakeholders, securing conference rooms, maintaining contact information and historical data. Schedule appointments, meetings, and conference calls; keep staff apprised of activities; prioritize obligations, and daily activities while exercising initiative and independent judgment.
• Utilize video conference toolsto schedule virtual meetings and assist legal staff with any issues that may occur.
• Advise the attorneys of upcoming meetings, legislative and court hearings impacting SCO, and/or actions taken by other jurisdictions affecting the programs, and/or interests of SCO.
• Ensure activities and due dates are reflected as preferred by each attorney to provide consistent, timely information.

Administrative Support

• Coordinate, lead, and/or provide a wide variety of Legal Office services including, but not limited to, Legal Office - wide project documentation, employee recognition and appreciation events/activities, and dissemination of information.
• Serve as coordinator and maintain a central repository of procedure documents as directed by the Assistant Chief Counsel.
• Develop, update, and implement legal administrative processes and procedures. Prepare, maintain, and update supporting documentation and tracking logs using computer applications to enter, organize, track, and retrieve information. Communicate effectively and consistently with members of the Legal Office support staff.
• Update the Legal Office document/folder log to ensure timely processing, excellent communication with SCO divisions, and proper filing of all documents handled by Legal Office staff.
• Update the Legal Office and attorneys calendars in accordance with office procedures. Ensure assigned attorneys are apprised of mandated notification dates for meetings and hearings. Communicate with other Legal Office staff.

Correspondence, Report, and Document Preparation/Distribution

• Update the attorneys on highly sensitive priority issues and assignments; coordinate and monitor assignments, develop and maintain status reports; research and disseminate information as directed.
• Review, screen, and prioritize incoming mail; review and analyze emails, memos, letters, invitations, etc. to identify important matters to assist legal attorneys in handling issues, attaching appropriate background material as needed; evaluate the importance and sensitivity of incoming correspondence and calls to determine the appropriate action; conduct follow-up actions as requested. Develop, update, and implement office processes and procedures. Prepare, maintain, and update supporting documentation and tracking logs using computer applications to enter, organize, track, and retrieve information. Communicate effectively and consistently with members of the Legal Office support staff.
• Using computer application software, coordinate, research, compose, edit, and distribute routine and complex correspondence on behalf of the Legal Office staff. Prepare timely responses to inquiries from legislative offices, government agencies, external legal entities, the general public, and stakeholders in accordance with departmental guidelines.
• Review correspondence for conformance with SCO guidelines, completeness and accuracy prior to distribution and/or transmittal.
• Assist in the creation and editing of presentations, reports and other complex documents using computer application software; utilize modern office methods and equipment, and demonstrate comprehensive knowledge of secretarial skills to produce complete and accurate documents.

You will find additional information about the job in the Duty Statement .

Working Conditions

This position is locatedat The Emerald Toweron Capitol Mall, steps fromTower Bridge and is walking distance tothe State Capitol. The building offers affordable monthly parking, employee gym access, an amenities center, and a beautiful mid-tower garden terrace. It is conveniently situated onlyblocks from Old Sacramento, numerous restaurants, a seasonal farmer's market, and the Crocker Art Museum. Overlooking the Golden 1 Arena and Downtown Commons, the office is accessiblefrom Sacramento Regional Transit's light rail and bus systems, withconvenient access to I-5,I-80, US50 &US 99.

This position is eligible for hybrid telework under California Government Code Section 14200 for eligible applicants residing in California. All telework schedules are subject to change and may be reevaluated at any time. Specific telework arrangements may be discussed in more detail with the respective hiring manager. Telework does not change the terms and conditions of employment, the essential functions of job duties, or required compliance with the State Controller's Office policies.

Minimum Requirements

You will find the Minimum Requirements in the Class Specification.

• ADMINISTRATIVE ASSISTANT II

ADMINISTRATIVE ASSISTANT II $5,855.00 - $7,327.00A New to State candidates will be hired into the minimum salary of the classification or minimum of alternate range when applicable.

# of Positions:

1

Work Location:

Telework:

Hybrid

Job Type:

Permanent, Full Time

Facility:

Executive Office

Department Information

The Office of the State Controller (SCO) is the destination employer within the State of California. As California's chief fiscal officer, the Controller's Office ensures accountability and transparency of California's financial practices while promoting fairness and opportunity for all. Here, you'll work in a collaborative and supportive environment with diverse opportunities for professional growth and development. A career with the SCO offers meaningful work that directly impacts the state's future.

The Executive Office (EO) of the California State Controller's Office is the strategic center point driving the vision and mission of the department. The EO coordinates high-level initiatives, manages key stakeholder relationships, and oversees the implementation of policies and procedures that shape California's financial landscape. If you're passionate about public service, policy development, and human resources, this division offers the opportunity to advance your career in a dynamic and impactful environment. Join a team where your insights and contributions will help drive excellence in administrative and financial management.

Take the next step in your career with an organization that values innovation, integrity, and the well-being of its employees. Apply today and build a California where everyone thrives!

Visit our website to learn more about the State Controller's Office.

How did you hear about us? Take our survey!

A resume is required.

A Statement of Qualifications is required; please see ‘Required Application Package Documents' for instructions.

Completed applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered. Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.

Final Filing Date:

Completed applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered. Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.

Final Filing Date: 8/4/2025

Who May Apply

Individuals who are currently in the classification, eligible for lateral transfer, eligible for reinstatement, have list or LEAP eligibility, are in the process of obtaining list eligibility, or have SROA and/or Surplus eligibility (please attach your letter, if available). SROA and Surplus candidates are given priority; therefore, individuals with other eligibility may be considered in the event no SROA or Surplus candidates apply.

Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process. Applicants must meet the Minimum Qualifications stated in the Classification Specification(s).

How To Apply

Complete Application Packages (including your Examination/Employment Application (STD 678) and applicable or required documents) must be submitted to apply for this Job Posting. Application Packages may be submitted electronically through your CalCareer Account at www.CalCareers.ca.gov. When submitting your application in hard copy, a completed copy of the Application Package listing must be included.If you choose to not apply electronically, a hard copy application package may be submitted through an alternative method listed below:

Address for Mailing Application Packages

You may submit your application and any applicable or required documents to:

State Controller's Office Human Resources Attn: Human Resources Office, C.N. 300 Capitol Mall 3rd Floor, Ste 300 Sacramento , CA 95814

Address for Drop-Off Application Packages

You may drop off your application and any applicable or required documents at:

State Controller's Office Human Resources Attn: Human Resources Office, C.N. 300 Capitol Mall 3rd Floor, Ste 300 Sacramento , CA 95814 Applications dropped off in person must be received by 5 p.m. in HR, by the final filing date. 08:00 AM - 05:00 PM

Required Application Package Documents

The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:

• Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at www.CalCareers.ca.gov.All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
• Resume is required and must be included.
Statement of Qualifications - Applicants must submit a Statement of Qualifications (SOQ).Resumes, cover letters, and other materials will not be considered as responses to the SOQ. Applications received without an SOQ or submitted with an SOQ that does not follow directions will not be considered.

The SOQ shall not exceed two (2) pages. The SOQ must be single spaced, with 12-pt Arial font and have one-inch margins. The SOQ must contain a header listing your name and Job Control number listed according to the job advertisement. The SOQ must answer the following question:
• Describe how your knowledge, education, training, experience, and skills meet the minimum and desirable qualifications and qualify you for this position.

Application Instructions

Completed applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered. Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.

Final Filing Date: 8/4/2025

Who May Apply

Individuals who are currently in the classification, eligible for lateral transfer, eligible for reinstatement, have list or LEAP eligibility, are in the process of obtaining list eligibility, or have SROA and/or Surplus eligibility (please attach your letter, if available). SROA and Surplus candidates are given priority; therefore, individuals with other eligibility may be considered in the event no SROA or Surplus candidates apply.

Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process. Applicants must meet the Minimum Qualifications stated in the Classification Specification(s).

How To Apply

Complete Application Packages (including your Examination/Employment Application (STD 678) and applicable or required documents) must be submitted to apply for this Job Posting. Application Packages may be submitted electronically through your CalCareer Account at www.CalCareers.ca.gov. When submitting your application in hard copy, a completed copy of the Application Package listing must be included.If you choose to not apply electronically, a hard copy application package may be submitted through an alternative method listed below:

Address for Mailing Application Packages

You may submit your application and any applicable or required documents to:

State Controller's Office Human Resources Attn: Human Resources Office, C.N. 300 Capitol Mall 3rd Floor, Ste 300 Sacramento , CA 95814

Address for Drop-Off Application Packages

You may drop off your application and any applicable or required documents at:

State Controller's Office Human Resources Attn: Human Resources Office, C.N. 300 Capitol Mall 3rd Floor, Ste 300 Sacramento , CA 95814 Applications dropped off in person must be received by 5 p.m. in HR, by the final filing date. 08:00 AM - 05:00 PM

Required Application Package Documents

The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:

• Current version of the State Examination/Employment Application STD Form 678 (when not applying electronically), or the Electronic State Employment Application through your Applicant Account at www.CalCareers.ca.gov.All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
• Resume is required and must be included.
Statement of Qualifications - Applicants must submit a Statement of Qualifications (SOQ).Resumes, cover letters, and other materials will not be considered as responses to the SOQ. Applications received without an SOQ or submitted with an SOQ that does not follow directions will not be considered.

The SOQ shall not exceed two (2) pages. The SOQ must be single spaced, with 12-pt Arial font and have one-inch margins. The SOQ must contain a header listing your name and Job Control number listed according to the job advertisement. The SOQ must answer the following question:
• Describe how your knowledge, education, training, experience, and skills meet the minimum and desirable qualifications and qualify you for this position.

Applicants requiring reasonable accommodations for the hiring interview process must request the necessary accommodations if scheduled for a hiring interview. The request should be made at the time of contact to schedule the interview. Questions regarding reasonable accommodations may be directed to the EEO contact listed on this job posting.

Desirable Qualifications

In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:

• Knowledge of state government principles, practices, and trends of public and business administration, management, and supportive staff services such as budgeting, personnel and management analysis; and governmental functions and organization.
• Knowledge of MS Office Suite (Excel, Word, Visio, PowerPoint, Outlook), Adobe Acrobat Professional and various video conferencing platforms.
• Knowledge of business grammar, formatting, and editing skills.
• Experience managing legal schedules including travel coordination.
• Experience with attention to detail with a high degree of accuracy.
• Strong organizational skills Ability to handle sensitive assignments with tact, diplomacy, and confidentiality.
• Ability to carry out and maintain assignments without detailed instructions.
• Ability to communicate effectively, tactfully, and courteously with executive level and legal staff.
• Ability to deal with multiple tasks, changing priorities, and coordinate concurrent assignments efficiently and independently.
• Ability to work independently or in a team environment with all levels of staff Self-motivated, flexible, with a positive attitude.

Benefit information can be found on the CalHR website and the CalPERS website.

Contact Information

The Hiring Unit Contact is available to answer questions regarding the position or application process.

Hiring Unit Contact:
SCO HR Reception
(916) ###-####

Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled.You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s)to the Department's EEO Office.

Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled.You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s)to the Department's EEO Office.

EEO Contact:
SCO EEO Officer
(916) ###-####

California Relay Service: 1-800-###-#### (TTY), 1-800-###-#### (Voice)TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.

Equal Opportunity Employer

The State of California 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.

It is an objective of the State of California to achieve a drug-free work place. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.

Application Methods: Electronic (Using your CalCareer Account) By Mail Drop-off

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