Legal Secretary/ Supervisor

THE CURRENT VACANCY IS WITHIN THE SHASTA COUNTY

PUBLIC DEFENDER’S OFFICE

ORAL EXAM IS TENTATIVELY SCHEDULED FOR DECEMBER 2024

SEE “SPECIAL REQUIREMENT” SECTION REGARDING 

POSSESSION OF A VALID DRIVER’S LICENSE 

RESPONSES TO SUPPLEMENTAL QUESTIONS REQUIRED

FINAL FILING DATE: NOVEMBER 25, 2024, AT 5:00 PM

SALARY INFORMATION

$3,702 – $4,725 APPROXIMATE MONTHLY* / $21.36 - $27.26 APPROXIMATE HOURLY*

*Please refer to the appropriate Bargaining Unit Memorandum of Understanding for potential future salary increases* Please visit https://www.shastacounty.gov/personnel/page/labor-agreements-mous.

ABOUT SHASTA COUNTY

Shasta County offers all the amenities of the big city while retaining a comfortable small-town atmosphere.  With its natural beauty, affordable housing, excellent educational system, abundance of recreational opportunities, and excellent quality of life, Shasta County is a great place to live, work, and raise a family.

ABOUT THE DEPARTMENT

The Shasta County Public Defender provides efficient and effective legal defense services to indigent individuals charged with crimes in felony, misdemeanor, and juvenile matters.  In addition, the Office of the Shasta County Public Defender provides legal representation to indigent individuals facing conservatorship, guardianship, parental terminations, probate, and Welfare & Institutions Code Section 5150 proceedings. 

ABOUT THE POSITION

Under general direction, to perform responsible legal secretarial, clerical, and routine administrative duties in support of an attorney with program management responsibilities, which involve active and extensive public interests and contact with other public agencies; and to perform related work as required.

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.

IDEAL CANDIDATE

The ideal candidate is a highly motivated and adaptable professional with a proven track record of quick learning and problem-solving in fast-paced legal environments. With a solid understanding of court processes and legal procedures, this candidate demonstrates strong organizational skills, the ability to meet deadlines, and a capacity to work effectively under pressure.

This individual excels at building and maintaining positive, collaborative relationships with colleagues and clients alike. As a team builder, they foster an inclusive and supportive environment where team members are encouraged to grow, thrive, and contribute to the department’s success. Their leadership style is characterized by positivity, empowerment, and a commitment to holding team members accountable in a constructive manner. They lead by example, offering guidance and support while maintaining high standards of performance and professionalism.

Innovative and resourceful, the ideal candidate can think outside the box to resolve issues quickly and efficiently. They are comfortable working independently but also appreciate the value of teamwork and know when to seek input from others to ensure the best outcomes. In addition, they are dedicated to continuous improvement, constantly seeking ways to streamline processes and enhance team productivity.

With excellent communication skills, a proactive mindset, and a solutions-oriented approach, this candidate is a strong leader capable of managing both the technical and interpersonal aspects of a legal support team.

Performs difficult legal secretarial and clerical duties involving the use of considerable independent judgment; may perform routine administrative duties; composes routine memoranda, contracts, resolutions, ordinances and letters; maintains Law Library; may perform legal research; prepares legal forms necessary for filing cases before court, including briefs, motions and orders, warrants, citations, complaints, subpoenas, petitions and resolutions; answers correspondence independently; maintains calendar and schedules appointments for the manager; answers the telephone and interviews callers, exercising considerable judgment in giving out information and referring to the proper person; makes travel arrangements; installs and maintains filing systems and other clerical procedures; prepares payroll and prepares a variety of bills and invoices; opens, sorts and distributes mail; operates a variety of modern office appliances and orders office supplies as necessary; assists in budget preparation and administration; 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.

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 typewriter or computer terminal; take dictation at a speed of 90 words per minute and transcribe it accurately may be required for certain positions; 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 (2) years of clerical experience preparing a wide variety of legal documents and training or experience in supervision.

SUPPLEMENTAL QUESTIONS

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

1. Do you have two (2) years of clerical experience preparing a wide variety of legal documents? 
2. If yes to question #1, please provide details including, but not limited to, employers, dates of employment, job titles, job duties, and types of legal documents prepared. If none, please type “N/A”.
3. Do you have experience in supervision or training? Yes/No
4. If yes to question #3, please provide details including, but not limited to, employers, dates of employment, and duties. If none, please type “N/A”.
5. The Legal Secretary/Supervisor is a leadership role which will be responsible for providing supervision and support to the clerical unit.  What skills, experience, and personal qualities do you possess that would make you a good leader/supervisor?  If none, please type “N/A”.  

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; and stoop, kneel, crouch, or crawl.  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.

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. 

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.
• As part of the selection process, all individuals provided with a preliminary offer of employment with Shasta County will be subject to a background investigation, including a criminal history check (primarily completed through the taking of fingerprints). An image of your fingerprints will be captured and sent to the California Department of Justice (DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history, (if any), will be evaluated along with the other information received in connection with your application. Except as otherwise required by law, a criminal conviction will not necessarily disqualify you from the position. The nature of the offense, the date of the offense, the surrounding circumstances, and the relevance of the offense to the position applied for may, however, be considered. 
• Based on the results of the background investigation and criminal history check, applicants may then be provided with an offer of employment conditioned on the results of a medical examination, which includes drug/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 Associations (Supervisory Unit).  

Shasta County Personnel will accept applications and responses to the supplemental questions until 5:00 p.m., on November 25, 2024. A Resume and/or Cover Letter will be accepted in addition to the application form but will not serve as a substitute for a completed application. It is not acceptable to complete the application with statements such as, “Refer to Resume and/or Cover Letter,” or “See Attached Resume and/or Cover Letter” the employment application must be completed in its entirety prior to submission. Incomplete applications will not be processed. 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 www.ShastaCountyCareers.com 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 will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if Shasta County is concerned about a conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting calcivilrights.ca.gov/fair-chance-act.

SHASTA COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER

Shasta County Personnel

1450 Court Street, Suite 348; Redding, CA 96001; (530) 225-5515