LITIGATION SUPPORT SUPERVISOR

Prosecutors Office

Recruitment #2009-0123-001

Introduction

The Tucson City Prosecutor’s Office is seeking a highly qualified and motivated individual to join the support staff supervision team.  The successful candidate will have the ability to work in a stressful, demanding, and fast-paced environment.  Other essential qualities include flexibility, the ability to work with a team, and perseverance. This individual will supervise and assist 8-12 support staff personnel in additional to managing a variety of administrative responsibilities. 

This position is only open to current Civil Service (permanent or probationary) employees in the City Prosecutors office.

General Description

Supervises front-line personnel of the Prosecutor's section's functional area in preparing, processing, researching and maintaining records, databases and reports. Working supervisor and fills in for absent staff and assists with workloads as necessary.

Essential Functions

Supervises and coordinates the equivalent of two or more fulltime employees and all assigned work in a unit ensuring timely and quality activities to respond to the needs of the City, community, department, and unit.

Assists with the implementation, evaluation and interpretation of department policies, projects and procedures.

Manages, coordinates, and determines priorities of work load, monitoring levels of resources, establishing time lines, assigning work, monitoring progress, recommending changes and suggestions, writing, reviewing and editing reports prepared by staff, and approving completed projects and reports. Fills in for absent staff and assists with workloads as necessary.

Implements controls for appropriate unit staffing and effectiveness by participating in the recruitment and hiring of employees, making recommendations on employee discipline, and other human resources issues, evaluating and managing employee performance, discussing and identifying personnel issues and facilitating resolutions, promoting positive morale in the unit, ensuring staff is trained appropriately for maximum performance, and providing leadership and guidance.

Contributes to the needs of the community and City by implementing and causing others to implement the organization's values and strategies by leading through example, competency, and accountabilities.

Provides both internal and external customer service by responding to information requests, conducting research, providing solutions to problems, and correcting errors.

Ensures that unit work conforms to local, state, and federal governmental regulations, and other applicable rules and requirements.

Prepares reports including budget reports, databases and other documents by researching and verifying facts, consulting with other agencies, compiling statistics and preparing, submitting and distributing drafts. Prepares and processes payroll by preparing, verifying and submitting time sheets, logging absences and vacation time, collecting leave cards, maintaining personnel files, and distributing paychecks. Resolves problems by correcting errors in databases, answering questions, identifying, investigating, resolving and reporting problems, and discussing complaints.

Performs administrative duties by securing and maintaining records and files, preparing memos, reviewing and establishing policies and procedures, attending meetings and training sessions, participating on committees, ordering and distributing office supplies and updating and maintaining forms/manuals. Monitors MVD, NCIC account access; maintains computer and office inventory and overseeing relegation of items to surplus; overseeing computer software/hardware and working with in-house and vendor IT for upgrades and regular maintenance; monitors Limited English Proficiency, City in-house training and other programs; works with internal and external agencies.

Minimum Qualifications

Minimum Education Level & Type: 6 months post High School

Minimum Experience Qualifications: At least 3 years of experience as a Litigation Support Clerk or relevant experience in an attorney office setting

Special Job Requirements

Comfortable manipulating JustWare 

Able and willing to work in the office a minimum of 3 days a week

Preferred Qualifications

This is a demanding position, requiring the ability to multi-task supervisory and administrative responsibilities and to step in to assist secretaries, clerks and other supervisors in the Division to ensure deadlines are met. 

Supervisory experience is preferred: Upon starting this position, this employee will manage, monitor, assist, and evaluate 3 legal secretaries, 1 ordering clerk, 1 911 clerk, 1 reception desk clerk and 2 – 3 file room clerks.  This supervisory assignment could change in total or part in the future.  The supervisory tasks listed above are in addition to administrative tasks, such as processing travel and book orders, paying bills, handling the cash box, managing monthly retention and shredding schedules and other administrative tasks to be determined at a later date.  

Experience performing legal secretary work, processing minute entries,  911 recordings,  body worn cameras and customer service experience.   

Selection Plan

City Prosecutor's Office eligible employees who wish to be considered for this position must apply for this position by uploading their resume in the application.  The resume must indicate the following:

1)     The combination of knowledge, skills, education and experience you possess as they relate to the minimum and preferred qualifications outlined above.

2)     A chronological resume detailing your work history and all experience relevant to this position.  

Panel Interviews and Written Exercise will be conducted the week of November 30, 2020

Selection criteria will include a review of application materials and official personnel file.

This process will not establish a Civil Service employment list. Selection will be made in accordance with governing Administrative Directives.  

Conclusion

Communications throughout this process will be sent via email exclusively so please ensure your browser accepts emails from jobs@tucsonaz.gov and check your email account regularly; this may include your junk box/spam filter. Failure to respond or follow instructions will result in disqualification.

Pre-employment Medical Testing Requirements

None

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To ensure accurate payroll information for tax purposes, the successful candidate will need to provide their original Social Security Card or original letter from the Social Security Administration with their social security number prior to beginning work with the City of Tucson.

The City of Tucson hires lawful workers only - US citizens or nationals and non-citizens with valid work authorization - without discrimination. Federal immigration laws require all employers to verify both the identity and employment eligibility of all persons hired to work in the United States. In its efforts to meet the law's requirements, the City of Tucson participates in the E-Verify program established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to aid employers in verifying the eligibility of workers.

Retired City of Tucson employees receiving benefits from the Tucson Supplemental Retirement System who are considering reemployment with the City should be aware that pursuant to Section 22-37(g) of the Tucson City Code, retirement benefits shall be suspended during the period of reemployment with the City of Tucson unless you have been separated at least twelve consecutive months before returning to work AND you return to a non-permanent employment classification. Creditable service does not accrue during any reemployment period.