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Legal Administrative Supervisor

Departmental Promotional

Recruitment #1122-RL0310-DP

Approximate Salary

$4,504.91 - $5,475.75/month

Opening Date

11/16/2022 08:00:00 AM

Closing Date

11/28/2022 11:59:00 PM

Employment Type

Full-Time

Analyst

Luisa Godfrey

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Introduction

This Department Promotional recruitment is being given to fill one Legal Administrative Supervisor opportunity in the San Joaquin County District Attorney's Office and to establish an eligible list which may be used to fill future vacancies.

To qualify, you must be currently employed by the San Joaquin County District Attorney's Office, and meet all promotional eligibility requirements.

Resumes will not be accepted in lieu of an application. A completed application must be postmarked or received online by the final filing deadline.

NOTE: All correspondences relating to this recruitment will be delivered via e-mail. The e-mail account used will be the one provided on your employment application during time of submittal. Please be sure to check your e-mail often for updates. If you do not have an e-mail account.

TYPICAL DUTIES

Functions as a second-level or higher supervisor, typically over a large and complex legal clerical/technical unit; plans, assigns, reviews, coordinates and monitors the work of subordinate staff, including subordinate supervisors; analyzes work flow and implements changes to maximize productivity and customer service; establishes standards for performance and ensures that work is distributed to maintain the quality and quantity necessary to meet such standards.

Selects, assigns, and directs staff; evaluates employee performance; initiates and directs disciplinary actions as needed; directs and oversees the development of performance improvement plans.

Develops and implements complex training programs for new and existing employees to meet the needs of assigned areas; directs and monitors the orientation of new employees to their assigned unit and ensures compliance with unit policies, procedures, and standards; interprets and implements rules, regulations, and policies in accordance with management expectations.

Performs quasi-analytical and advanced technical legal support work that requires researching and gathering information from multiple sources, identifying relevant data and information, and presenting administrative recommendations; may coordinate difficult administrative projects.

Drafts and/or prepares a variety of difficult reports, letters, resolutions and other documents, including documents requiring statistical or narrative formats; prepares and processes a variety of legal documents and examines them for conformance with Court requirements and procedures; prepares and maintains legal case files; develops, maintains and monitors complex work logs and tracking systems; develops and maintains information using complex spreadsheets and databases; develops forms, form letters, and correspondence.

Coordinates and performs technical work associated with personnel, payroll, purchasing, inventory management, and related staff functions as assigned; may perform advanced clerical accounting tasks; may participate in budget development and administration.

Maintains case calendar books; maintains case files and related filing systems; provides information to other agencies, attorneys, and the general public regarding general criminal court procedures.

Supervises and coordinates the effective use of technology in assigned areas; ensures that staff receive sufficient technology training to meet job expectations; provides input to information technology staff regarding existing business practices and the potential for technology-related process improvements; may participate in the development and implementation of new and/or upgraded systems; serves as an advanced system user; may serve as a resource to other users in the resolution of basic technology issues.

MINIMUM QUALIFICATIONS

PLEASE NOTE: This is a departmental promotional opportunity. Qualified applicants must currently be employed with the San Joaquin County District Attorney's Office and meet the promotional eligibility requirements as stated in the Civil Service Rule 10, Section 3-Eligibility for Promotional Examinations.

EITHER PATTERN I

Experience: Two years as a Senior Legal Technician in San Joaquin County.

OR PATTERN II

Experience: Six years performing legal clerical and technical work that required preparing and processing a wide range of standard legal documents in a law office, and also included at least two years in a supervisory capacity.

AND FOR BOTH PATTERNS

Certificates: 1) Possession of a valid typing/keyboarding or other acceptable certification of ability to input data at the rate of 50 words per minute, if required by the nature of the assignment; and/or 2) possession of an acceptable proficiency certificate in one or more computer software programs, if required by the nature of the assignment.

Special Requirement: Most positions require the ability to use computers and/or word processing equipment. If required by the nature of the position, demonstrated general or software-specific computer proficiency may be required prior to appointment.

KNOWLEDGE

Advanced principles and practices of employee supervision and training; advanced legal office practices and procedures, including customer and public relations; advanced legal terminology, court procedures, legal forms, and various legal documents; advanced clerical practices related to personnel management, payroll, labor relations, purchasing, inventory control, clerical accounting, and systems development/maintenance; advanced clerical and technical methods of researching, gathering, organizing, and reporting data; basic analytical principles and practices; personal computer systems and legal office computer software; advanced language mechanics, including grammar, spelling and vocabulary; legal filing systems; basic mathematics.

ABILITY

Provide second-level supervision over a large group of legal clerical/technical employees; perform quasi-analytical work to assist management with specialized office activities and projects; research, interpret, and apply complex laws, regulations, court orders, program policies/procedures, and third-party rules/requirements related to areas such as personnel management, payroll, labor relations, purchasing, inventory control, clerical accounting, and systems development/maintenance; plan, evaluate and establish priorities and goals for areas of assignment; gather, organize, input and maintain complex information, including legal case information or financial data; provide and obtain detailed and/or sensitive information from others as required; transcribe legal material from oral, written or electronic sources; read and interpret complex legal documents, rules and procedures; communicate effectively, both orally and in writing; establish and maintain effective working relationships with those contacted during the course of work; utilize advanced office procedures and equipment, including personal computers and standard legal office software.

PHYSICAL/MENTAL REQUIREMENTS

Mobility—frequent operation of a data entry device, repetitive motion, sitting for long periods, walking; occasional standing, pushing, pulling, bending, squatting, climbing; Lifting—frequently 5 pounds or less; occasionally 5 to 30 pounds; Visual—constant good overall vision and reading/close-up work; frequent color perception and use of eye/hand coordination; occasional use of depth perception and peripheral vision; Hearing/Talking—frequent hearing of normal speech, hearing/talking on the telephone, talking in person; Emotional/Psychological—frequent decision making, concentration, and public contact; Special Requirements--some assignments may require working weekends, nights, and/or occasional overtime; Environmental—occasional exposure to varied weather conditions.

Equal Opportunity Employer

San Joaquin County is an Equal Employment Opportunity (EEO) Employer and is committed to providing equal employment to all without regard to age, ancestry, color, creed, marital status, medical condition, national origin, physical or mental disability, political affiliation or belief, pregnancy, race, religion, sex, or sexual orientation. For more information go to Equal Employment Opportunity Division (sjgov.org).

Accommodations for those covered by the Americans with Disabilities Act (ADA):

San Joaquin County complies with the Americans with Disabilities Act and, upon request, will consider reasonable accommodations to enable individuals with disabilities to perform essential job functions.

BENEFITS

Employees hired into this classification are members of a bargaining unit which is represented by SEIU Local 1021.

Health Insurance: San Joaquin County provides employees with a choice of three health plans: a Kaiser Plan, a Select Plan, and a Premier Plan. Employees pay a portion of the cost of the premium. Dependent coverage is also available.

Dental Insurance: The County provides employees with a choice of two dental plans: Delta Dental and United Health Care-Select Managed Care Direct Compensation Plan. There is no cost for employee only coverage in either plan; dependent coverage is available at the employee’s expense.

Vision Insurance: The County provides vision coverage through Vision Service Plan (VSP). There is no cost for employee only coverage; dependent coverage is available at the employee’s expense.

For more detailed information on the County’s benefits program, visit our website at www.sjgov.org under Human Resources/Employee Benefits.

Life Insurance: The County provides eligible employees with life insurance coverage as follows:

1 but less than 3 years of continuous service:                  $1,000
3 but less than 5 years of continuous service:                   $3,000
5 but less than 10 years of continuous service:                 $5,000
10 years of continuous service or more:                         $10,000

Employee may purchase additional term life insurance at the group rate.

125 Flexible Benefits Plan: This is a voluntary program that allows employees to use pre-tax dollars to pay for health-related expenses that are not paid by a medical, dental or vision plan (Health Flexible Spending Account $2550 annual limit with a $500 carry over); and dependent care costs (Dependent Care Assistance Plan $5000 annual limit).

Retirement Plan: Employees of the County are covered by the County Retirement Law of 1937. Please visit the San Joaquin County Employees’ Retirement Association (SJCERA) at www.sjcera.org for more information. NOTE: If you are receiving a retirement allowance from another California county covered by the County Employees’ Retirement Act of 1937 or from any governmental agency covered by the California Public Employees’ Retirement System (PERS), you are advised to contact the Retirement Officer of the Retirement Plan from which you retired to determine what effect employment in San Joaquin County would have on your retirement allowance.

Deferred Compensation: The County maintains a deferred compensation plan under Section 457 of the IRS code. You may annually contribute $18,000 or 100% of your includible compensation, whichever is less. Individuals age 50 or older may contribute to their plan, up to $24,000. The Roth IRA (after tax) is also now available.

Vacation: Maximum earned vacation is 10 days each year up to 3 years; 15 days after 3 years; 20 days after 10 years; and 23 days after 20 years.

Holidays: Effective July 1, 2017, all civil service status employees earn 14 paid holidays each year. Please see the appopriate MOU for details regarding holidays, accruals, use, and cashability of accrued time.

Sick Leave: 12 working days of sick leave annually with unlimited accumulation. Sick leave incentive: An employee is eligible to receive eight hours administrative leave if the leave balance equals at least one- half of the cumulative amount that the employee is eligible to accrue. The employee must also be on payroll during the entire calendar year.

Bereavement Leave: 3 days of paid leave for the death of an immediate family member, 2 additional days of accrued leave for death of employee’s spouse, domestic partner, parent or child.

Merit Salary Increase: New employees will receive the starting salary, which is the first step of the salary range. After employees serve 52 weeks (2080 hours) on each step of the range, they are eligible for a merit increase to the next step.

Job Sharing: Employees may agree to job-share a position, subject to approval by a Department Head and the Director of Human Resources.

Educational Reimbursement Program: Eligible employees may be reimbursed for career-related course work up to a maximum of $850 per fiscal year. Eligible employees enrolled in an approved four (4) year College or University academic program may be reimbursed up to $800 per semester for a maximum of $1600 per fiscal year.

Parking Supplemental Downtown Stockton: The County contributes up to $17 per pay period for employees who pay for parking and are assigned to work in the Downtown Core Area.

School Activities: Employees may take up to 40 hours per year, but not more than eight (8) hours per month, to participate in their children’s school activities.

Selection Procedures

Civil Service Rule 10 – Section 3 – Eligibility for Promotional Examinations

To compete in a promotional examination, an employee must:

A. Meet the minimum qualifications of the class on or before the final filing date for filing applications.

B. Meet one of the following qualifying service requirements:

1. Have permanent status in the Classified Service.

2. Probationary, part-time, or temporary employees who have worked a minimum of 1040 hours in the previous 12 months or previous calendar year.

3. Exempt employees who have worked a minimum of 2,080 continuous and consecutive hours.

C. Have a rating of satisfactory or better on the last performance evaluation.

D. If a person whose name is on a promotional list is separated (except for layoff) the name shall be removed from the promotional list of the action.

Employees who meet the minimum qualifications will go through one of the following examination process:

Written Exam: The civil service written exam is a multiple choice format. If the written exam is administered alone, it will be 100% of the overall score. Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list.
Oral Exam: The oral exam is a structured interview process that will assess the candidate’s education, training, and experience and may include a practical exercise. The oral exam selection process is not a hiring interview. A panel of up to four people will determine the candidate’s score and rank for placement on the eligible list. Top candidates from the eligible list are referred for hiring interviews. If the oral exam is administered alone, it will be 100% of the overall score. Candidates must achieve a minimum rating of 70% in order to be placed on the eligible list.
Written & Oral Exam: If both a written exam and an oral exam is administered, the written exam is weighted at 60% and the oral exam is weighted at 40% unless otherwise indicated on the announcement. Candidates must achieve a minimum rating of 70% on each examination in order to be placed on the eligible list.
Rate-out: A rate-out is an examination that involves a paper rating of the candidate’s application using the following criteria: education, training, and experience. Candidates will not be scheduled for the rate-out process.

Note: The rating of 70 referred to may be the same or other than an arithmetic 70% of the total possible points.

Testing Accommodation: Candidates who require testing accommodation under the Americans with Disabilities Act (ADA) must call Human Resources Division at (209) 468-3370 prior to the examination date.

Eligible Lists: Candidates who pass the examination will be placed on an eligible list for that classification. Eligible lists are effective for nine months, but may be extended by the Human Resources Director for a longer period which shall not exceed a total of three years for the date esblished.

Certification/Referral: Names from the eligible list will be referred to the hiring department by the following methods.

Rule of Five: The top five names will be referred for hiring interviews. This applies only to department or countywide promotional examination.

Physical Exam: Some classifications require physical examinations. Final appointment cannot be made until the eligible has passed the physical examination. The County pays for physical examinations administered in its medical facilities.

Employment of Relatives: Applicants who are relatives of employees in a department within the 3rd degree of relationship, (parent, child, grand parent, grand child or sibling) either by blood or marriage, may not be appointed, promoted, transferred into or within the department when;

· They are related to the Appointing Authority or

· The employment would result in one of them supervising the work of the other.

Department Head may establish additional limitations on the hiring of relatives by departmental rule.

HOW TO APPLY

Apply Online:

www.sjgov.org/department/hr

By mail or in person:

San Joaquin County Human Resources

44 N. San Joaquin Street Suite 330

Stockton, CA 95202

Office hours:
Monday – Friday 8:00 am to 5:00 pm; excluding holidays.

Phone: (209) 468-3370

Job Line:

For current employment opportunities please call our 24-hour job line at (209) 468-3377.

When a final filing date is indicated, applications must be filed with the Human Resources Division before 5:00 p.m. or postmarked by the final filing date. Resumes will not be accepted in lieu of an application. Applications sent through county inter-office mail, which are not received by the final filing date, will not be accepted. (The County assumes no responsibility for mailed applications which are not received by the Human Resources Division).

San Joaquin County Substance Abuse Policy: San Joaquin County has adopted a Substance Abuse Policy in compliance with the Federal Drug Free Workplace Act of 1988. This policy is enforced by all San Joaquin County Departments and applies to all San Joaquin County employees.

Equal Opportunity Employer: San Joaquin County is an Equal Employment Opportunity (EEO) Employer and is committed to providing equal employment to all without regard to age, ancestry, color, creed, marital status, medical condition, national origin, physical or mental disability, political affiliation or belief, pregnancy, race, religion, sex, or sexual orientation. For more information go to www.sjgov.org/department/hr/eeo.