To perform a variety of more specialized and responsible general and legal administrative, clerical, and document processing functions for assigned program or project within a legal department; to support law enforcements with a variety of administrative tasks; and to act as a shift supervisor and participate in employee training, evaluation and discipline when assigned to the Sheriff's Office.
This is the advanced journey level class in the Administrative Legal Clerk series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed, the complexity of duties assigned, independence of action taken, and by the nature of the public contact made. Employees perform the most difficult and responsible types of duties assigned to classes within this series including performing technical clerical duties which require specialized knowledge related to area of assignment within a legal department and/or providing technical and functional supervision over assigned legal clerical staff. When assigned to the Sheriff's Office, as a shift supervisor, employees perform direct supervision over assigned staff. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from management personnel, and may receive functional or technical supervision from higher level secretarial personnel.
Exercises technical and functional supervision over legal clerical personnel.
May exercise direct supervision over clerical staff when assigned to the Sheriff's Office.
EXAMPLES OF ESSENTIAL DUTIES
Duties may include, but are not limited to, the following:
Relieve supervisor or other department staff of administrative legal support service functions; utilize independent judgment and initiative.
Plan, prioritize and review the work of staff assigned to a variety of general and legal administrative, clerical and document processing functions.
Develop schedules and methods to accomplish assignments ensuring work is completed in a timely and efficient manner.
Participate in evaluating the activities of staff, recommending improvements and modifications.
Provide and coordinate staff training; work with employees to correct deficiencies.
Act as interdepartmental liaison relating to administrative or project support functions for the office and for compliance with County regulations and practices relating to those functions.
Act as shift supervisor when assigned to the Sheriff's Office; conduct employee training and evaluations and implement discipline.
Perform complex legal clerical duties related to a programmatic area of assignment.
review complex legal documents, arrest or incident records, probation reports, and files to identify inaccurate, inconsistent, and unclear information; notify appropriate staff to resolve issue.
Interpret, apply and explain policies and procedures related to area of assignment; respond to individuals requesting services related to area of assignment.
Prepare correspondence and supporting documentation relating to area of assignment; maintain accurate records and files of program activities.
Prepare, interpret and maintain comprehensive inmate and parole criminal cases for inmates; develop inmate arraignment calendar; and perform sentence calculations.
Respond to inquiries from the public and outside law enforcement agencies, both on the telephone and in person, and refer to appropriate staff member for more specific information as appropriate; exhibit familiarity with functions of the County.
Operate and access automated criminal justice communication information systems and subsystems.
Act as information source to inquiries not requiring the supervisor's attention and otherwise assist in representing the department by telephone and in person; compose correspondence as required.
Collect legal information from a variety of documents pertinent to assigned department or functional area of responsibility; compile data for reports; prepare routine reports as required.
Maintain and monitor records and files; follow up on due dates; perform other monitoring functions to ensure timely completion of work.
May perform secretarial duties as necessary; type, proofread and edit correspondence, reports, proposals and contracts.
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.
Work is typically performed in an indoor office environment and controlled temperature conditions. Tasks may involve extended periods of time at a keyboard or workstation. Positions may require traveling to and from other locations in a variety of outdoor weather conditions and lifting materials and supplies of light weight. Incumbents may work odd or unusual hours including nights, weekends, holidays and/or overtime and in proximity to, or have contact with inmates or defendants. Incumbents may be subject to periods of facility lockdown.
Experience and Training
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience: Three years of increasingly responsible legal clerical experience.
Training: Equivalent to the completion of the twelfth grade.
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
Legal terminology and forms.
Principles and practices of legal document processing.
English usage, spelling, grammar, and punctuation.
Principles and practices of computer hardware and software including word processing, spreadsheets and database packages.
Principles and practices of filing and record keeping.
Modern office methods, practices, procedures and computer equipment.
Filing and legal record keeping systems
Legal clerical procedures of area to which assigned.
Pertinent laws, codes and regulations.
Business letter and report writing.
On a continuous basis, sit at desk and/or stand at counter for long periods of time. Intermittently twist and reach office equipment; write and use keyboard to communicate through written means; run errands; lift light weight.
Intermittently, review documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff.
Understand the organization and operations of the County and of outside agencies as necessary to assume assigned responsibilities.
Provide technical and functional supervision and direct supervision when serving as shift supervisor.
Train and evaluate assigned shift personnel.
Organize duties and determine priorities in order to meet assigned deadlines.
Interpret, explain and apply operating policy, rules and procedures of assigned function within a legal department as well as pertinent laws, codes, and regulations.
Perform the more complex legal clerical work.
Retrieve, store, and purge information in a wide variety of manual and automated filing systems, and maintain security and confidentiality of restricted information.
Establish and maintain basic financial records; calculate mathematical computations.
Compile and maintain extensive legal records and files.
Type accurately at a speed of 45 words per minute.
Use modern office equipment and computers.
Operate a variety of office machines and computer equipment.
Establish and maintain effective working relationships with those contacted in the course of work.
Communicate clearly and concisely, both orally and in writing.
Length of Probation:
All permanent appointments from open eligible lists to positions in the classified service shall serve a probationary period of twelve (12) months or two thousand eighty (2,080) hours, whichever is more.