Legal Administrative Supervisor (Hiring Immediately)

Stockton, California, United States

Introduction

This examination is being given to fill one vacancy in the District Attorney's Office and to establish an eligible list to fill future vacancies. 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 on file, Human Resources will send you correspondences via US Mail.

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 workflow 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 promotion. Qualified applicants must currently be employed with San Joaquin County District Attorney's Office and meet the promotional eligibility requirements as stated in Civil Service Rule 10, Section 3 – Eligibility for Promotional Examinations.

Pattern I

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

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.

Certificates

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

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.

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

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 the 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.

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 $2,550 annual limit with a $500 carry over); and dependent care costs (Dependent Care As