Placer County

Civil Legal Secretary Supervising (#11771)

$30.98-$38.69 Hourly / $5,369.87-$6,706.27 Monthly / $64,438.40-$80,475.20 Yearly


DEFINITION

To plan, organize, direct and supervise staff involved in the performance of highly responsible and specialized secretarial, technical and administrative legal support duties related to litigation and transactional law within the County Counsel’s Office; and to perform a variety of technical tasks relative to assigned area of responsibility.

DISTINGUISHING CHARACTERISTICS

The Supervisor level recognizes positions that perform full, first-line supervisory responsibilities including planning, assigning and evaluating the work of subordinates and are responsible for a program area within a work unit or department.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from an assigned manager.
Exercises direct supervision over assigned secretarial personnel.

EXAMPLES OF ESSENTIAL DUTIES

Duties may include, but are not limited to, the following:

  • Recommend and assist in the implementation of unit goals and objectives; establish schedules and methods related to supporting attorneys within the County Counsel’s Office; implement policies and procedures.
  • Plan, prioritize, assign, supervise and review the work of staff involved in the performance of secretarial, technical and administrative legal support including drafting, formatting and filing a variety of legal documents.
  • Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; prepare various reports on operations and activities.
  • Participate in budget preparation and administration; prepare cost estimates for budget recommendations; monitor and control expenditures.
  • Participate in the selection of staff; provide or coordinate staff training; conduct performance evaluations; recommend discipline; implement discipline procedures as directed.
  • Participate in the revision, development and implementation of new office procedures.
  • Assist attorneys with trial and hearing preparation; format and prepare exhibits list, witness list, and jury instructions; may support attorneys in court and administrative proceedings, as assigned.
  • Perform a variety of duties in support of document management including receiving, scanning, organizing, filing, and destroying documents in paper and electronic files.
  • Interpret, analyze, and determine compliance or acceptance of information and materials.
  • Perform the most difficult and complex work in the drafting, formatting, proofreading and finalizing the more sensitive legal documents in support of assigned attorneys including, but not limited to, pleadings, briefs, writs, appellate briefs, motions, orders, civil discovery requests and responses, administrative records, warrants, judgments, agenda items and background materials, ordinances, resolutions, contracts, leases, and other civil litigation and legal transactional documents.
  • Respond to complex inquiries and requests for information from the public and County staff.
  • Answer questions and provide information to the public; investigate complaints and recommend corrective action as necessary to resolve complaints.
  • Participate in special projects and/or assignments in an effort to improve processes, procedures and workflow.
  • Build and maintain positive working relationships with co-workers, other County employees and the public using principles of good customer service.
  • Perform related duties as assigned.

MINIMUM QUALIFICATIONS

Experience and Training
Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:

Experience:  Four years performing secretarial and technical legal support duties that included supporting civil litigation and transactional activities including one year performing duties similar to a Senior Civil Legal Secretary.

Training:  Equivalent to the completion of the twelfth grade preferably supplemented by course work in business, paralegal studies or a closely related field.

License or Certificate: May need to possess a valid driver's license as required by the position. Proof of adequate vehicle insurance and medical clearance may also be required.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:
• Principles and practices of legal secretarial and technical support related to the drafting, proofreading and filing a variety of legal documents, including electronic filing in all courts and administrative agencies.
• Principles of supervision, training and performance evaluations.
• Principles of budget monitoring.
• Principles and practices of routine legal research.
• State, Federal and Appellate court rules and procedures, Administrative Agency regulations and procedures.
• Forms of agreements, leases, ordinances, resolutions, public record act responses, and administrative records.
• Modern office procedures, methods and computer e equipment.
• Principles and practices of leadership, motivation, team building and conflict resolution.
• Principles and practices of work safety.
• Pertinent local, State and Federal laws, ordinances and rules relative to child support activities.
• English usage, spelling, punctuation and grammar; and arithmetic, basic mathematical calculations and statistics and statistical methods.
• Business letter writing.
• Methods for training employees in work procedures.
• Advanced principles and practices of customer service.

Ability to:
• Organize, implement and direct assigned litigation and transactional law administrative and secretarial support operations/activities.
• Continuously, review legal documents related to litigation and transactional law; identify necessary information needed per legal requirements; problem solve issues related to the drafting, formatting, and filing of legal documents in a variety of courts; understand and interpret Department policies and procedures; explain operations to less experienced staff.
• On a continuous basis, sit at desk and/or stand at counter for long periods of time. Intermittently twist and reach office equipment; kneel or twist to retrieve files; write or use keyboard to communicate through written means; lift light weight.
• Supervise, train and evaluate assigned staff.
• Collect, compile, analyze and present a variety of data in a meaningful way.
• Understand and interpret complex policies, procedures and regulations.
• Compile and maintain complex and extensive records and prepare reports.
• Analyze situations quickly and objectively to determine proper course of action.
• Develop and recommend policies and procedures related to assigned office operations.
• Interpret and explain pertinent County and Department policies and procedures.
• Use a personal computer and office equipment necessary for successful job performance.
• Work with various cultural and ethnic groups in a tactful and effective manner.
• Preserve confidentiality of sensitive material routinely encountered as part of work assignments.
• Type at a speed necessary for successful job performance.
• Exercise problem-solving with sound independent judgment.
• Assist in the development and monitoring of an assigned program budget.
• Develop and recommend policies and procedures related to assigned operations.
• Work with various cultural and ethnic groups in a tactful and effective manner.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Communicate clearly and concisely, both orally and in writing.


CLASS: 11771; EST: 9/12/2016; REV: ;