Legal Secretary (Hybrid)

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Legal Secretary (Hybrid). The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year.

The anticipated salary hiring range is up to $91,140 per year, commensurate with qualifications and experience.

Legal Secretary

The California State University, Office of the Chancellor, is seeking a Legal Secretary (Hybrid) to work with four or more attorneys, and/or paralegals and the Assistant Vice Chancellor and Chief of Staff in the Office of General Counsel to provide a full range of support and administrative services.

Under the general direction of the Assistant Vice Chancellor and Chief of Staff, Office of General Counsel, the Legal Secretary (Hybrid) will perform duties as outlined below:

Each legal secretary has responsibility for an office administrative specialty function – e.g., technology issues, processing Title 5 changes, library management, legislation, contracts, etc. 

-Prepare, format, proofread, and process legal pleadings, briefs, subpoenas, and other legal documents in compliance with applicable federal, state, and local court rules and procedures. Utilize Microsoft Word (including Styles) and Adobe Acrobat to create, bookmark, merge, and manage electronic documents; maintain court calendars; and perform electronic filing (e-filing) and service (e-service).

-Interacting statewide with court clerks, deposition, and attorney services.

-Preparing and processing all forms of communication within and outside of the California State University; this includes proofreading, formatting, and processing of documents.

-Opening and maintaining office files, both hard copy and electronic.

-Maintaining calendars, making travel arrangements, preparing travel requests and reimbursement, and other CSU administrative forms – electronic and paper.

-Answering telephones and performing other office-related duties, including but not limited to filing, copying, scanning, indexing, and various other organizational tasks.

-Troubleshooting basic computer issues, telephone issues, printer issues and basic office repairs.

-Processing invoices, and membership dues, and running errands across multiple buildings. 

The Legal Secretary is assigned to support designated attorneys, paralegals and the Assistant Vice Chancellor and Chief of Staff, and reports to the Assistant Vice Chancellor and Chief of Staff, who prepares their evaluation. The incumbent is a part of the office team and will from time to time be asked to assume responsibilities outside of his/her principal functions.  This includes covering other attorneys/paralegals while other secretaries are unavailable or out of the office.

This position requires:

-Each legal secretary must type at a corrected rate of at least 55wpm, must be proficient with current computer platforms and software applications, including formatting legal pleadings/documents, must be able to generate tables of content and authorities in Microsoft Word, bookmark and combine documents in Adobe Acrobat, and must have California State/Federal law knowledge.

-7+ years of experience as a Legal Secretary.

-High School diploma required.

-Experience using eCounsel/NetDocs/Deadline Assistant preferred.

-Bachelor’s degree preferred.

Priority consideration will be given to candidates who apply by June 30, 2026. Applications will be accepted until the job posting is removed.

Please click "Apply Now" to complete the California State University, Chancellor's Office online employment application.

Consistent with California law and federal civil rights laws, the CSU provides equal opportunity in education and employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager at (562) 951-4070.

Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix

This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS)' in partnership with the Social Security Administration (SSA).

If hired, you will be required to furnish proof that you are legally authorized to work in the United States. The CSU Chancellor’s Office is not a sponsoring agency for staff and Management positions (i.e., H1-B VISAS).

Per the CSU COVID-19 Vaccination Policy, it is strongly recommended that all Chancellor’s Office employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.

California State University, Office of the Chancellor, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.

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