Legal Office Services Supervisor (Open and Promotional)
The San Mateo County Probation Department is seeking motivated candidates for the Legal Office Services Supervisor position. The Legal Office Services Supervisor will oversee legal support functions in a wide range of areas including but not limited to court services, records unit, stats desk, AB 109 support, special projects, reception, and internal and external customer service support.
The incumbent will supervise and direct a team of approximately 10 legal office support staff in multiple related support areas of an assigned division across two office locations, Redwood City and East Palo Alto. This position is responsible for ensuring mandatory department functions meet deadlines by planning, scheduling, assigning, and reviewing legal office support work. The supervisor will also assist in developing, recommending and implementing operating procedures, forms and work processes.
The ideal candidate will have a working knowledge of court documents, and legal terminology; possess demonstrated leadership and team building skills; create an environment that unites people and motivates them to work collaboratively and effectively toward agreed upon objectives; understand and maintain necessary confidentiality; maintain a positive public image, often times under stressful situations; able to resolve issues of conflict and manage personnel matters; effectively guide and train staff on court process and procedures; and have excellent oral and written communication skills.
The Probation Department is open 8 a.m. to 5 p.m., Monday through Friday. Some staff that work in the Pretrial Services Unit are also scheduled to work on Sundays. The incumbent may occasionally be required to work on Sundays to provide support to staff he/she will supervise. On occasion overtime may also be necessary to complete special business projects. Supervisors might be assigned to work from any Probation Department location (Redwood City, East Palo Alto, San Mateo, South San Francisco) depending upon the needs of the department.
- Examples Of Duties
Duties may include, but are not limited to, the following:
- Supervise and direct legal office support staff and activities.
- Plan, schedule, assign, review and perform legal office support work.
- Train assigned staff in general and legal office procedures and specific departmental and unit policies and procedures.
- Provide support for the San Mateo County Card Key System.
- Evaluate employee performance.
- Perform facility related duties or assignments.
- Recommend employee selection, initial corrective action and other personnel actions.
- Determine work schedules and authorize leaves, process time cards, ensuring the timely completion of all work.
- Answer inquiries, provide information and resolve complaints from clients, the public or employees regarding the function and activities of the work unit.
- Develop, recommend and implement improved work systems, processes, and procedures.
- Compile operational and statistical data and information, maintain various records and prepare special and periodic reports.
- Perform difficult or complex legal office support work and assist with special office projects as assigned; read and process various legal documents such as court calendars, court orders, booking slips, probation reports, arrest records, referrals and other legal information for maintaining records.
- Review legal documents, arrest or incident records, files and cases to identify inaccurate, inconsistent and unclear codes, data and other information.
- Check court and legal documents for proper authorization and obtain missing signatures.
- Compile data from multiple sources to complete and process legal forms, documents and reports in accordance with established procedures.
- Establish and maintain office and case files.
- Research and compile information from office and case files.
- Close and purge files according to established procedures.
- Provide project support to departmental management.
- Perform related duties as assigned.
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 office support in a legal or court setting.
Knowledge of: Supervisory principles and practices including work planning, scheduling, review and evaluation, and employee training and corrective action; office management practices and procedures including records management and the operation of standard office equipment; legal documents, forms, terminology and procedures; policies and procedures related to the department to which assigned; standard office equipment; business arithmetic and letter writing; and correct English usage including spelling, grammar and punctuation.
Skill/Ability to: Plan, assign, supervise, review and evaluate the work of others; train others in work procedures; read and interpret rules, policies, procedures and legal and court documents; organize, research and maintain office files; compose correspondence independently from brief instructions; use initiative and sound independent judgment within established guidelines; deal tactfully and effectively with a variety of individuals, some of whom may be hostile or irate; organize and prioritize work, meeting critical deadlines and following up on assignments with minimum supervision; and analyze and resolve varied office administrative problems.
Open and Promotional. Current San Mateo County and San Mateo County Superior Court employees 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 will receive five points added to their final passing score on this examination.
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%) which may include a writing and/or performance exercise(s). 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 San Mateo County, 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 Online" button above or below. If you are not on the County's website, please go to http://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.
Tentative Recruitment Schedule:
Final Filing Date: November 15, 2018
Application Appraisal/Screening: Week of November 19, 2018
Panel Interviews: December 10 and/or 11, 2018
At the County of San Mateo, we welcome and celebrate the diversity of our employees, and strive to create a workplace where they feel valued every day. County of San Mateo is proud to be an Equal Opportunity Employer.
Analyst: Mandy Singh (110202018) (Legal Office Services Supervisor - E376)