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Administrative Legal Clerk - Senior

Recruitment #2013-12354-01

Salary:$19.24 - $23.38/hour; $3,334.28 - $4,052.72/month
Department:County-Wide
Job Type: Promotional and/or Interdepartment Transfer
Date Opened:7/19/2013 12:00:00 PM
Filing Deadline:8/2/2013 5:00:00 PM
Employment Type: Permanent/Full Time (40 hrs/week)
Work Location: Auburn Area (Applegate, Auburn, Colfax, Foresthill, Meadow Vista, Penryn)
South Placer (Granite Bay, Loomis, Lincoln, Rocklin, Roseville)
HR Analyst: Kathy Youngs

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POSITION INFORMATION

Current vacancies exist in the Sheriff's Office Corrections Division and in the Probation Department.

The eligible list established from this recruitment may also be used to fill future County vacancies as they arise, including the Sheriff's Records Unit and Coroner's Division, and the District Attorney's Office.

DEFINITION

To perform a variety of the more specialized and responsible administrative, clerical, and document processing functions for assigned program or project within a legal department; and to act as a shift supervisor and participate in employee training, evaluation and discipline when assigned to the Sheriff's Office.

DISTINGUISHING CHARACTERISTICS

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.
  • 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; participate in employee training, evaluations and discipline.
  • Perform complex legal clerical duties related to a programmatic area of assignment. 
  • 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.
  • Respond to public inquiries, 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.
  • 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.

MINIMUM QUALIFICATIONS

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

Knowledge of:

  • English usage, spelling, grammar, and punctuation.
  • Modern office methods, practices, procedures and computer equipment.
  • Filing and legal record keeping systems
  • Legal clerical procedures of area to which assigned.
  • Business letter and report writing.

Ability to:

  • 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.
  • Act as shift supervisor.
  • Supervise, 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.
  • 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.
  • 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.

SELECTION PROCEDURE

Written Examination (50%) 

The written examination may include multiple choice, true/false, fill-in, matching, and/or essay type questions directly related to the required knowledge and abilities for this classification.

Training & Experience Rating (50%)

Based upon responses to the supplemental questionnaire, the applicant’s education, training and experience will be evaluated using a pre-determined formula.  Scores from this evaluation will determine applicant ranking and placement on the eligible list.

CONDITION OF EMPLOYMENT


SUBSTITUTE LISTS

The eligible list(s) resulting from this recruitment may be certified as a substitute list for a substantially similar classification.  For this purpose, a substantially similar classification is one at a lower level in the same classification (example: entry level vs. journey) and/or a similar classification (similar work performed, similar training and experience qualifications required). If you are contacted for an interview by a County department, you will be informed of the classification and other relevant information. If you choose not to interview for a substantially similar classification, you will remain on the eligible list for which you originally applied.

EQUAL OPPORTUNITY EMPLOYER


Thank you for your interest in employment with Placer County. Placer County is an equal opportunity employer and is committed to an active nondiscrimination program. It is the stated policy of Placer County that harassment and retaliation is prohibited and that all employees and applicants shall receive equal consideration and treatment. All recruitment, hiring, transfer and promotion will be based on the qualifications of the individual for the positions being filled regardless of sex, sexual orientation, race, color, ancestry, religious creed, national origin, physical disability (Including HIV and AIDS), mental disability, medical condition (cancer or genetic characteristics/information), age (40 or over), marital status, pregnancy, childbirth and related medical conditions, or any other classification protected by federal, state or local laws or ordinance. Please contact the Personnel Department at least 5 working days before a scheduled examination if you require accommodation in the examination process. Medical disability verification may be required prior to accommodation.

BENEFITS

The following information represents benefits currently available to permanent Placer County employees and may be subject to change.  It is advisable that applicants inquire as to the most current benefit package during hiring interviews or by contacting the Personnel Department.

Click here to view General benefits

SELECTION PLAN

8/06/2013    Minimum Qualifications Screening

8/20/2013    Written Examination  (tentative date)

8/27/2013    Training & Experience Rating Panel  (tentative date)

8/30/2013    Eligible List Established