Supervising Legal Secretary (Departmental Promotional Only)

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Supervising Legal Secretary (Departmental Promotional Only)

Salary

$90,126.40 - $112,611.20 Annually

Location

County of San Mateo, CA

Job Type

Regular

Job Number

E380F

Department

District Attorney's Office

Opening Date

04/24/2024

Closing Date

5/8/2024 11:59 PM Pacific

• Description

• Benefits

• Questions

Description

Are you a current employee of the County of San Mateo District Attorney's Office and ready to take that next step in your career? Now is the time!

The Position

The District Attorney's Office is seeking a Supervising Legal Secretary to supervise, plan, coordinate, assign, review, and evaluate the work of a group of legal secretarial support staff; and provide varied, difficult, technical, and specialized secretarial and office administrative assistance to designated attorneys and staff. To learn more about the District’s Attorney’s Office please visit: https://da.smcgov.org.

Rewarding Aspects of the Job:

This position provides an opportunity to develop and enhance your leadership skills. Duties will vary daily based on the needs of the office, which may lead to additional opportunities to learn new procedures and establish new skills. As the Supervising Legal Secretary, you will be leading a team devoted to public safety and collaborating with various departments within the county and judicial systems.

Challenging Aspects of the Job:

In this role, you will be supervising personnel while simultaneously maintaining daily operations of the office. Communication, organizational skills, and adaptability will be essential to succeed in this position.

The ideal candidate will have leadership and team-building experience, demonstrated by a proven ability to create a unified and motivating environment that encourages collaborative and effective work. Additionally, the ideal candidate will possess four years of experience providing secretarial or office support in a legal or court setting.

The Supervising Legal Secretary will be responsible for:

• Planning, scheduling, and assigning legal secretarial and office support work; training staff in work procedures; coordinating the work of staff to ensure adequate coverage.

• Participating in the hiring of assigned staff, recommending selections for management approval.

• Assisting in compiling and monitoring budget figures; may provide input into the goal-setting process.

• Drafting complex pleadings, contracts, ordinances, and other legal documents, as well as correspondence, memoranda, and reports from stenographic notes, brief instructions, or printed materials.

• Calendaring and scheduling court dates, meetings, and appointments for attorneys, and arranging necessary court filings.

• Receiving and screening visitors and telephone calls, providing information that requires judgment and interpretation of policies and procedures.

• Evaluating employee performance, counseling employees, and effectively recommending initial corrective actions and other personnel decisions.

• Using word processing equipment and a personal computer system to input or retrieve data and prepare reports.

• Initiating specified correspondence independently for signature by appropriate staff; reviewing finished materials for completeness, accuracy, format, compliance with policies and procedures, and appropriate English usage.

• Directing the organization and maintenance of chronological and other files.

• Relieving attorneys of certain administrative matters by following up on projects, transmitting information, keeping informed of pertinent activities, and scheduling and arranging meetings.

• Organizing own work, setting priorities, and meeting critical deadlines.

• Performing related duties as assigned.

Note: The eligible list generated from this recruitment may be used to fill future extra-help, term, unclassified, and regular classified vacancies.

Qualifications

County Status: Only current County of San Mateo or County of San Mateo Superior Court of California employees with at least six months (1040 hours) of continuous service in a classified, regular, probationary, Confidential and Management extra-help/limited term, and SEIU or AFSCME represented extra help/limited term positions prior to the final filing date may apply.

Education and Experience: Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying. A typical way to qualify is four years of experience providing secretarial or office support in a legal or court setting.

Knowledge of: Supervisory principles and practices, including work planning, scheduling, review, evaluation and employee training and corrective action; legal office terminology, processes, procedures, and the format for legal documents; standard office administrative and secretarial practices and procedures, including business letter writing and the operation of common office equipment; record keeping, report preparation, and filing methods; correct English usage, including spelling, grammar, punctuation and vocabulary; and business arithmetic.

Skill/Ability to: Plan, assign, supervise, review and evaluate the work of others; train others in work procedures; analyze and resolve office administrative situations and problems; draft pleadings and other legal documents from stenographic notes, brief instructions, or printed documents; provide varied and complex secretarial and office administrative assistance to one or more attorneys; use initiative and sound independent judgment within established guidelines; establish and maintain effective working relationships with those contacted in the course of the work; organize, research and maintain accurate records and files; organize work, set priorities, meet critical deadlines, and follow up assignments with a minimum of direction.

Application/Examination

Departmental Promotional Only. Only current County of San Mateo or County of San Mateo Superior Court of California employees with at least six months (1040 hours) of continuous service in a classified, regular, probationary, Confidential and Management extra-help/limited term, and SEIU or AFSCME represented extra help/limited term positions prior to the final filing date may apply.

The examination process will consist of an application screening (weight: pass/fail) based on the candidates' application and responses to the supplemental questions. Candidates who pass the application screening will be invited to a panel interview (weight: 100%). Depending on the number of applicants, an application appraisal of education and experience may be used in place of other examinations, or further evaluation of work experience may be conducted to group applicants by level of qualification. All applicants who meet the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. All examinations will be given in County of San Mateo, California, and applicants must participate at their own expense.

IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County's website, you may click the "Apply" button. If you are not on the County's website, please go to https://jobs.smcgov.org/ to apply. Online applications must be received by the Human Resources Department before midnight on the final filing date. A supplemental application form must be submitted in addition to the standard County employment application form.

TENATIVE RECRUITMENT TIMELINE

Final Filing Date: Wednesday, May 8, 2024, by 11:59PM PST

Application Screening: Week of May 13, 2024

Panel Interviews: Week of May 27, 2024

About the County

San Mateo County is centrally located between San Francisco, San Jose, and the East Bay. With over 750,000 residents, San Mateo is one of the largest and most diverse counties in California and serves a multitude of culturally, ethnically and linguistically diverse communities.

The County of San Mateo is committed to advancing equity in order to ensure that all employees are welcomed in a safe and inclusive environment. The County seeks to hire, support, and retain employees who reflect our diverse community. We encourage applicants with diverse backgrounds and lived experiences to apply. Eighty percent of employees surveyed stated that they would recommend the County as a great place to work.

County of San Mateo is an equal opportunity employer committed to fostering diversity, equity and inclusion at all levels.

Analyst: Ximena Burns (04242025) (Supervising Legal Secretary - E380)

Please visit https://www.smcgov.org/media/100206/download?inline= for a complete listing of all benefits for this classification.

Benefits are offered to eligible employees of the County of San Mateo. All benefits are subject to change.

NOTE: Employees hired on or after January 1, 2013 may be subject to new Pension Reform retirement laws.

As an additional benefit, the County offers extensive training and development programs designed to improve skills and enhance career opportunities. Most programs are offered on County time at no cost to you.

County employees are also covered by the federal Social Security system and earn benefits for retirement based on salary and time worked.

01

This is a Departmental Promotional Only recruitment. Only current County of San Mateo employees in the District Attorney's Office with at least six months (1040 hours) of continuous service in a classified regular, probationary, SEIU or AFSCME represented extra-help/term position prior to the final filing date may apply. Do you meet this requirement? (A "No" answer will disqualify you from this recruitment.)

• Yes

• No

  02

  Describe your leadership style, including how you communicate and make decisions? Please provide an example of how you have successfully led a team in past roles, detailing the strategies you employed to motivate your team, handle conflicts, and achieve goals.

  03

  What has been the most significant challenge or accomplishment that you have experienced as a current employee of the District Attorney's Office? What was learned from the experience? Please be as specific as possible.

  04

  How many years of experience do you have providing secretarial or office support in a legal or court setting?

• 4 years or more

• At least 3 years

• Less than 2 years

• No experience, but willing to learn.

  Required Question

Agency

County of San Mateo

Address

County of San Mateo Human Resources Department 455 County Center Redwood City, California, 94063-1663

Phone

(650) 363-4343

Website

https://jobs.smcgov.org

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