Legal Secretary / Supervisor
Shasta County - Redding, CA

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ORAL EXAMS ARE TENTATIVELY SCHEDULED FOR MAY 2013

RESPONSES TO SUPPLEMENTAL QUESTIONS REQUIRED

ABOUT THE POSITION


Under general direction, to perform responsible legal secretarial, clerical, and routine administrative duties in support of officers in a division of the Probation Department and a Division Director with program management responsibilities, which involve active and extensive public interests and contact with other public agencies; to supervise a unit of clerical staff; and to perform related work as required. Skills or experiences listed under the Ideal Candidate Statement may also be used to screen applications. Special note: An individual will be required to pass a background investigation relevant to working in a law enforcement office or facility, prior to being hired. This opening is in the Probation Department.

DISTINGUISHING CHARACTERISTICS

The class of Legal Secretary is distinguished from the Administrative Secretary class series in that while the general nature of secretarial support activities are similar, an incumbent in this class works in a legal setting and is required to be fully proficient in all aspects of the mission of the office to which assigned. Legal Secretary/Supervisor has substantial supervisory responsibilities for multiple staff in addition to the usual duties.

EXAMPLES OF ESSENTIAL DUTIES:

Performs difficult legal secretarial and clerical duties involving the use of considerable independent judgment; may perform routine administrative duties; composes routine memoranda and letters; maintains Law Library; may perform legal research; prepares legal forms necessary for filing cases before court; answers correspondence independently;; answers the telephone and screens callers, exercising considerable judgment in giving out information and referring to the proper person; installs and maintains filing systems and other clerical procedures; operates a variety of modern office machines and orders office supplies as necessary; prepares financial and statistical reports. In other than of a routine or clerical nature, evaluates employee performance including clarifies job expectations, assigns work, provides feedback on performance issues, counsels employees on performance, and completes and signs the annual performance evaluation; and effectively recommends personnel actions such as hiring, promotion, transfer, discipline, or adjustment of grievance.

TYPICAL QUALIFICATIONS:

Any combination of education and experience sufficient to directly demonstrate possession and application of the following:

Knowledge of: Legal terminology, forms, documents and procedures; basic organization, services, programs and functions of the legal system; forms and formatting for legal documents; style/format of business correspondence, punctuation, spelling, and general English usage; modern office practices, procedures and equipment; filing and recordkeeping methods; modern office equipment; basic elements of supervision, including instructing workers on specific tasks.

Ability to: Perform difficult and responsible legal secretarial and clerical duties; organize work effectively to meet critical administrative deadlines; determine office priorities; deal with deadlines and office emergencies; interpret and apply specific policies and procedures; type at a speed of not less than 55 words per minute from clear copy on a computer keyboard; compose correspondence independently; establish and maintain cooperative working relationships with those contacted in the course of work; supervise the work of staff.

These employment standards are typically attained with two years of clerical experience preparing a wide variety of legal documents and training or experience in supervision.

IDEAL CANDIDATE STATEMENT

The Probation Department’s approach to community corrections is Evidence-Based Practice (EBP), which among other things, develops individualized guidelines of best practices to improve whatever professional task is at hand. The ideal supervisor in an EBP environment is a change leader, can motivate staff, employs adult learning principles, is able to communicate a vision for the future, can create and maintain high-functioning teams, can enable others to act, is adept at managing conflict and dealing with difficult people, and can challenge the process when necessary. He/she will ensure accuracy and timeliness of work product, and professionalism in a well run office, while at the same time consider continued growth and development of staff, workplace wellness and quality of work life, and the importance of job satisfaction and humor. The Ideal Candidate will exhibit competencies in the areas of best practices, building trust, coaching, communication, conflict management, decision making, problem solving and quality attention.

SUPPLEMENTAL QUESTIONS

Responses to the following must be submitted with a completed application.

1. Do you possess supervisory experience for multiple staff? Yes ___ No ___
2. If yes, please briefly describe your experience. If no, please type “n/a.”
3. Please describe your supervisory style.
4. Please describe your knowledge of and/or experience with Evidence-Based Practice philosophy.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand; walk; climb or balance; use stairs; and stoop, kneel, or crouch. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

OTHER CONSIDERATIONS

• All new employees are required to have their paycheck directly deposited to a bank account.
• Some positions may require a valid California driver's license and acceptable driving record according to County policy.
• Reasonable accommodations may be made for those persons who are disabled under the Americans With Disabilities Act to perform the essential functions of the position.
• All individuals offered employment with Shasta County must pass a pre-employment physical examination that includes drug and alcohol testing.
• In accordance with Government Code Section 3100, County employees, in the event of a disaster are considered disaster workers and may be asked to respond accordingly.
• Positions in this classification are covered by a collective bargaining agreement between the County and the Shasta County Employees Association (Supervisory Unit).
• Employees in this classification are covered under the CalPERS retirement program. Depending on the provisions of the California Public Employees’ Pension Reform Act (PEPRA) and other applicable laws, an employee in this classification will be covered under one of the following CalPERS retirement formulas: (1) 2% at 55, (2) 2% at 60, or (3) 2% at 62. An employee in this classification will also contribute 7% of his/her pay to this plan, or will contribute such other amount to the plan as authorized by PEPRA and other applicable laws. Please visit http://www.co.shasta.ca.us/index/support_index/personnel/policies_mous.aspx for additional information regarding benefits and CalPERS coverage information. The provisions in this flyer and on the County’s website are for information purposes only. To the extent the provisions of the flyer or the County’s website are inconsistent with PEPRA and other applicable laws, PEPRA and other applicable laws shall govern.

APPLICATION AND SELECTION PROCEDURES:

Shasta County Personnel will accept applications and responses to the supplemental questions until 5:00 p.m. on April 26, 2013. A cover letter and/or resume will be accepted in addition to the application form but will not serve as a substitute for a completed application. Incomplete applications will not be processed. It is not acceptable to complete the application with statements such as, “See/Refer to Resume,” or “See Attached.” Closing date postmarks or faxes will NOT be accepted. This recruitment will establish a list that may or may not be used by other departments. Prior applicants must reapply to be considered.

Applicants will be screened and those considered best qualified will be invited to appear for an oral and/or written examination. Meeting the announced requirements does not guarantee inclusion into the selection process. Depending upon the number of applications received, the selection process may consist of additional application screening, written and/or practical exam(s), oral interview, or any combination thereof.

Veterans' Credit: Veterans (as defined by California Government Code section 18973) who have been discharged from military service under conditions other than dishonorable and who receive a passing score on all components of the employment examinations (up to and including oral examinations) shall receive credit for an additional five points to be added to their final examination score. To be considered for this credit, a veteran MUST provide a copy of his or her discharge document (DD-214 or equivalent) and information as to the type of discharge (honorable, dishonorable, etc.) WITH THE EMPLOYMENT APPLICATION ON OR BEFORE THE FINAL FILING DATE.

Applicants are encouraged to apply on-line at http://agency.governmentjobs.com/shasta/default.cfm or submit an application to the Shasta County Personnel Office.

Arrangements may be made to accommodate applicants with disabilities. Requests for accommodations may be made to the Shasta County Personnel Office by the filing deadline posted on this bulletin. Shasta County does not discriminate on the basis of disability. If you feel you are being denied service based on a disability, our ADA Coordinator may be reached at (530) 225-5515; relay service (800) 735-2922; fax (530) 225-5345.

SHASTA COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER
Shasta County Personnel
1450 Court Street, Room 348 – Redding, CA 96001; (530) 225-5515

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