Supervising Legal Secretary

The County of Yolo is recruiting for one (1) regular, full-time position in the class of Supervising Legal Secretary at the Yolo County Sheriff's Office (YCSO). 

The ideal candidate is a highly organized, detail-oriented professional with advanced expertise in legal document preparation and court procedures within a law enforcement setting. This individual demonstrates proven leadership ability, effectively supervising, mentoring, and evaluating staff while managing multiple priorities and meeting strict deadlines.

THE POSITION

Definition: To supervise a legal support or civil processing unit which prepares a variety of complex legal documents in direct support of legal or law enforcement professional staff; to perform complex and responsible legal clerical functions; to perform other related duties as assigned.

Distinguishing Characteristics: This is the first line supervisor in the Legal Secretary Series. Incumbents supervise a unit in which one or more Legal Secretaries are assigned. Supervision is exercised over Legal Secretaries and other support staff that may be assigned to the unit. Incumbents also produce a variety of legal documents conforming to judicial, departmental, and statutory requirements. Incumbents may also participate in the budget process.

The following duties are typical of those performed by incumbents in this classification. However, other duties may also be required:

• Serve as a first line supervisor over Legal Secretaries and other support staff, including selecting, hiring, evaluating, and counseling unit members;

• Assign, review and distribute work among employees in the unit;

• Prepares a variety of legal documents including, but not limited to, complaints, motions, pleadings, petitions, demands, opinions, briefs, affidavits, stipulations, orders, judgments, informations, warrants, indictments, declarations, contracts, resolutions and ordinances;

• Checks and reviews a variety of legal documents to identify information needed to complete more complex legal documents and to identify probable further legal proceedings and/or requirements;

• Inputs case data into computer and sets up, and maintains case files;

• Monitors time lines associated with submission, preparation and response to legal actions and calendars matters with the courts;

• Prepares, and serves a variety of legal notices;

• Prepares and composes correspondence, and memos for professional staff;

• Orders, copies and distributes documents;

• Answers questions from professionals, paraprofessionals and the general public regarding legal processes; and

• Identifies, copies, bills and receipts money for documents released as part of the discovery process.

Other Duties:

• Assists in preparing a division's budget;

• Compiles, prepares, researches and types statistical reports;

• Takes and transcribes dictation; and

• Performs other related duties as assigned.

MINIMUM QUALIFICATIONS

Experience:  One year of experience comparable to the duties performed by a Legal Secretary II in Yolo County; OR one year of supervisory experience and three (3) years of clerical experience in criminal justice, law enforcement, or other agency or firm involving the preparation and/or processing of legal documents.  Completion of a six-month curriculum in legal assisting, or paralegal work may substitute for two (2) years of the required secretarial experience in a law office.

Typing Speed Required: Positions assigned to the Sheriff's Department must type 35 net words per minute.

License: Some positions in this classification may require incumbents to possess and maintain a valid California driver's license, Class C or higher, to carry out job related duties. Individuals who do not meet this requirement due to a physical or mental disability may request a reasonable accommodation.

Knowledge of: principles, practices and methods of supervision, employee relations progressive discipline, grievance handling and employee counseling; legal terminology, spelling and usage; criminal and/or civil legal processes; modern word processing and computer applications used in a legal setting; the criminal justice system; correct format for legal briefs, and references; proper use of the English language, including grammar, punctuation, spelling and usage; standard resource material used in preparing legal documents; general office practices and procedures.
 

Ability to:  effectively supervise, evaluate and discipline employees; efficiently operate office-specific word processing and computer equipment in completing, reviewing, inputting, and updating legal documents; prepare complex legal documents with minimal instruction or upon review of a case file; understand and follow written and oral instructions; input information relating to, and maintain, case files; prioritize work, monitor deadlines, and complete work with very tight deadlines; maintain cooperative relationships with other staff, professional, paraprofessionals and the general public; operate general office machines such as photocopier, telephone, facsimile transmitter, and typewriter.

It is highly recommended that you print this job bulletin for future reference.

Your application should highlight all relevant education, training, and experience, and clearly indicate how you meet the minimum qualifications for the position at the time of submission. Application information must be current, concise, and related to the requirements in this job announcement.  A resume may be included with your application; however, it will not substitute for the information requested on the application.  

Applicants are required to submit the following:

• a completed employment application

• An online County of Yolo Employment Application

• A completed supplemental questionnaire

• Verification of a six-month curriculum in legal assisting or paralegal work (only if substituting)

• A valid typing certificate that demonstrates the ability to type 35 WPM *Online typing test will NOT be accepted

Incomplete applications will be disqualified.  

SELECTION PROCEDURE
The following is a tentative schedule of events that will occur as part of the selection process.  The selection process steps may change with or without notice.
 

• Screen for Minimum Qualifications

• Screening for Best Qualified

• Department Selection Interview

• Background Investigation

• Conditional Job Offer, pending:
         * Medical Examination
   

TYPING CERTIFICATE
There are a variety of businesses and agencies where you can obtain a typing certificate. Most applicants get a certificate at a temporary employment agency. See details below regarding eligible typing tests.

• Online typing certificates are NOT accepted  

• For your typing certificate to be accepted, it must meet the following criteria:

  • The test must be a minimum of three minutes long

  • The test must have been in the past 12 months of application. Typing certificates older than 12 months are not accepted

• The certificate must include time limit of the test, gross words per minute, number of errors, date of test, and the signature of the person administering the test. The certificate must be on agency letterhead.  
   

VERIFICATION OF EDUCATION

Acceptable forms of educational documentation are official or unofficial transcripts that list the student's name, institution name, field of study and date the degree was awarded.

For recent graduates who have not received proof of their degree yet, a letter from the registrar's office stating that all requirements for graduation have been met and listing the field of study will be sufficient proof of graduation.

Please do not send originals; copies of the required documents are acceptable. Any submitted documents will not be returned.

CONTACT INFORMATION

For questions about the position or about employment with the County, please contact Human Resources by e-mail at jobs@yolocounty.org or by phone at (530) 666-8055.
  
EQUAL EMPLOYMENT OPPORTUNITY

It is the policy of the County of Yolo to provide equal employment opportunity for all qualified persons, 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.  The County will comply with all of its obligations under State and Federal laws regarding the provision of reasonable accommodations to applicants. Reasonable testing arrangements may be made to accommodate applicants with disabilities or who are unable to attend a scheduled test due to religious reasons in accordance with the Fair Employment and Housing Act and the Americans with Disabilities Act. Please call the County of Yolo Human Resources Office at (530) 666-8055 at least five (5) business days prior to the scheduled test date to request accommodation. Documentation from a medical doctor, rehabilitation counselor, or other qualified professional will be required.