Legal Secretary I/II/III - Visalia, United States - Tulare County, CA

Description

Salary : $45, $60,907.00 Annually


Location : Visalia, CA


Job Type: Full-Time


Job Number:


Department: Sheriff


Opening Date: 05/11/2024


Closing Date: 6/1/2024 11:59 PM Pacific

This recruitment will establish an employment list to fill current and any future vacancies for those County departments that have this position, which are the District Attorney, Public Defender, Probation and Sheriff's offices.

The anticipated life of the employment list is six months.

If interested in employment for this position for current or future vacancies within these departments, please submit an online application for consideration.

Current vacancy is with Tulare County Sheriff's Department located in Visalia.


Level I:
$3,762 -$4,585 Monthly

Level II:
$3,963 -$4,830
Monthly
Level


III:
$4,164 -$5,075
Monthly


*This position is scheduled to receive a 3% cost of living adjustment on 6/30/2024.

Typical Duties
Act as secretary to a Legal County department head or assistant department head; prepare comparative workload reports for budgets, annual reports and documentation; type letters, memos, minutes of meetings, reports and statistics from shorthand, longhand, dictaphone, tape recorder and over the telephone; compile and/or collect data for reports to State and Federal agencies; read and understand correspondence, rules, regulations, manuals, grant stipulations, bids and contracts; prepare charts, graphs and diagrams; develop, establish and maintain various filing systems; prepare and process a wide variety on criminal and civil documents; may operate office automation and related equipment; perform supportive office functions such as maintaining inventory of supplies, arranging equipment repairs, screening and distributing mail to appropriate people; organize and prepare various annual reports for State and Federal agencies; interpret and answer questions regarding the County Ordinance Code, rules, regulations and policies; maintain financial records such as collecting fees, maintaining petty cash, posting, depositing, purchases and other department expenditures; make reservations, schedule and confirm appointments and answer questions over the telephone, in person or through correspondence


Level II:

Act as confidential secretary to a County legal department head or assistant department head; refer incoming mail to department head and staff members; organize correspondence for reply in order of priority; prepare correspondence and agenda items, independently or with brief instructions, requiring judgment in the selection of data or interpretation of laws, rules, or policies; edit drafts for composition and grammatical structure; schedule appointments, arrange conferences and meetings, make reservations, plan dates, clear conflicts, and prepare agendas; screen office and telephone calls, refer to appropriate staff members or give out information on departmental programs and policies as needed; maintain administrative files, including management confidential information; attend meetings as a representative of clerical/office management; plan, assign and supervise the work of clerical employees; assist in the selection of staff; train employees in procedures and techniques; complete performance evaluation reports and take or recommend appropriate actions; supervise, organize, direct and participate in the operation of office information and computer equipment, including formatting and production of documents; prepare personnel data forms, status changes and related matters; study filing systems and clerical procedures, recommend methods for improvements; order and maintain departmental supplies; prepare clerical procedural manuals and accounting reports; assist in preparation of the annual departmental budget and monitor account expenditures; communicate with staff members, and relay messages to and from superior

Level


III:
Act as office manager to plan, supervise and direct the day-to-day clerical and administrative activities of the office; act as confidential secretary to a County legal department head or assistant department head; refer incoming mail to department head and staff members; organize correspondence for department head's reply in order of priority, with background material attached for reference; prepare correspondence and agenda items, independently or with brief instructions requiring a high level of judgment in the selection of data or interpretation of laws, rules, or policies; edit drafts for composition and grammatical structure; schedule appointments for department head; screen office and telephone callers, refer to appropriate staff members or give out information on departmental programs and policies as needed; Arrange conferences and meetings, make reservations, plan dates, clear conflicts, and prepare agendas; direct, train and assist support staff in typing and processing of a wide variety of criminal and civil legal documents; attend meetings as a member of the management team; maintain administrative files, including management confidential information; assist in the development of departmental policies, programs and procedures requiring a broad understanding of departmental purposes and objectives and a thorough knowledge of all laws and regulations relating to departmental operation; coordinate clerical responsibilities with other departmental operations and related agencies; supervise and make work assignments of employees in a variety of clerical classifications and/or with varied, complex work assignments; prepare personnel data forms, status changes and other personnel related materials; interpret departmental programs to the public; answer difficult correspondence and prepare complex reports independently; study filing systems and clerical procedures; recommend methods for improvements; act as departmental computer liaison with LGFS, SCT county computer committee; may prepare hardware/software proposals; prepare clerical procedural manuals and accounting reports; prepare the annual departmental budget and/or other budgets and monitor account expenditures; communicate with staff members, and relay messages to and from superior; interview and hire clerical staff; train employees in procedures and techniques; complete performance evaluation reports and take or recommend appropriate actions.


Employment Standards

Education/Experience - Equivalent to completion of the twelfth grade AND four (4) years of increasingly responsible clerical and secretarial experience involving frequent contact with the public

Level


III:
Equivalent to completion of the twelfth (12th) grade supplemented by specialized legal secretarial and/or paralegal and business training including budget preparation and the operation of office automation computer equipment AND Four (4) years of increasingly responsible legal office support staff and administrative work, including experience in the budget process and the operation of office automation-computer equipment, and preferable one (1) year in a supervisory capacity.


Knowledge of - General office practices and procedures to train and evaluate staff in filing and proper format for correspondence and documents; counseling, training, and employee appraisal techniques; correct English usage, spelling, and punctuation; function and procedures of a modern office environment; principles and practices of supervision; math sufficient to assist with department budget preparations.


Skill/Ability to - Write clearly, using correct grammar and punctuation, and proofread; give verbal and written instructions in a clear, concise manner; follow verbal and written instructions; use patience, tact and courtesy to establish rapport with co-workers, other County employees and the public in person and by telephone; copy information from a written source accurately and legibly; work independently, make decisions and establish priorities; collect and organize information and write reports; assign and coordinate clerical work within the department; accurately code, post, check or verify detailed information and data; read, understand and apply technical/legal information and materials; type accurately from clear copy at a speed of 50 words per minute; supervise and train clerical staff.


DESIREABLE EMPLOYMENT STANDARDS

Knowledge of- County rules ordinances, policies, safety rules, and departmental operations and procedures.


Additional Information

Conditions of Employment:

Candidates selected will be required to pass a pre-employment drug and alcohol screening. Additionally, a background investigation may also be conducted, which may include a re-investigation every 10 years for some positions.
An Employment Eligibility Verification using E-Verify may be required on the first day of employment for some positions.
Some job classes may also require a physical exam.


College Cost Reduction Access Act:

This may be a qualifying position for student loan forgiveness through the College Cost Reduction and Access Act (CCRAA). Only student loan payments made after October 1, 2007 and in a qualified repayment plan are eligible.

For more information you are encouraged to speak with your student loan service or visit:


EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

Bargaining Unit 21
The information listed is a general summary of benefits. These provisions do not constitute an expressed or implied contract and are subject to change.


Benefit Amount: An annual benefit amount is provided and may be applied towards health insurance premiums (medical, dental, vision, life and long-term disability). This benefit is pro-rated and paid on a pay period basis (24 pay periods).


Health Insurance:
A choice of PPO and HMO medical plans which include PPO and HMO dental plans and include dental and vision coverage. Dependent coverage is available. Providers include Anthem Blue Cross, Kaiser Permanente, Delta Dental, and Vision Services Plan (VSP)


Retirement: The retirement plan is a defined benefit plan administered pursuant to the 1937 Act County Employees Retirement Act and integrated with Social Security. In addition to ordinary retirement benefits, the plan provides disability and death benefits. Retirement contributions are made by both the County and the employee. The County has reciprocity with the State of California, contracting PERS agencies, and all County 1937 Act Retirement Systems.


Paid Holiday Leave: 12 set days and 1 personal holiday.


Vacation Accrual:

2 weeks per year (0-3 years of service)
3 weeks per year (3-7 years of service)
4 weeks per year (7-11 years of service)
5 weeks per year (11+ years of service)
Limit of 300 hours.

FLSA exempt employees accrue an additional 5 days of vacation per year.


Sick Leave Accrual: 12 days per year with unlimited accumulation, 48 hours of which may be used toward family sick leave.


Group Term Life Insurance: $10,000; Provided by Standard Insurance Company.


Long Term Disability Insurance:
A Long Term Disability plan is provided. This provides financial protection for you by paying a portion of your income while you are disabled.

Employees are covered by State Disability Insurance. The premium is paid by the employee.


Deferred Compensation: A voluntary deferred compensation plan is available.


To view more detailed descriptions of Tulare County's benefits, please view the Benefits section of our Web site at





The Provisions Of This Bulletin Do Not Constitute An Expressed Or Implied Contract And Are Subject To Change.
01

Describe your clerical/secretarial experience, including the specific functions performed, level of responsibility, and amount of public contact involved.

02

Describe your experience supervising and training employees.

Include the number, job title and level of employees you supervised, and specific functions you performed such as assigning and reviewing work, training, preparing performance evaluations, interviewing and hiring, disciplining and counseling.

03

Describe your experience using personal computers and software. Include the type of work performed, the software used, and your level of expertise.

04

Describe your experience in interacting with high-level public officials, such as department heads, county administrators, Board members, and/or other executive managers.

05

The following question measures desirable qualifications for this position. It is NOT necessary to respond to this question in order to apply. However, those that do may be considered more qualified and given first consideration.Describe your experience in preparing and/or monitoring budgets, including expenditures and line item accounts, costs and purchasing. Indicate the size/amount and complexity of the budgets or accounting you have been responsible for, how often you monitored or were required to report findings, and to whom you presented this information.

Required Question