CLASSIFICATION NO. 017
LEGAL OFFICE SUPERVISOR
Under direction, to plan, organize, direct and evaluate the work of a legal office support staff; to develop and implement office systems and procedures; to coordinate the operations of a single work section or small office specializing in legal secretarial support; and to do other work as required.
The Legal Office Supervisor coordinates the administrative functions for an office support section with the District Attorney's Office, County Counsel or Juvenile Court. Positions independently perform the most difficult, advanced level work in support of legal office operations requiring considerable knowledge of legal terminology, processes and procedures, and the court system. Incumbents oversee the daily activities of Legal Secretaries and other clerical personnel within their assigned unit.
The Legal Office Supervisor differs from the Legal Secretary which does not have supervisory responsibilities. It also differs from the Office Manager which supervises a larger staff through subordinate supervisors or lead personnel.
Duties may include but are not limited to the following:
- Plans, assigns and schedules the work of assigned personnel; organizes and prioritizes work flow; provides orientation and training in office systems, procedures and policies; provides backup support to office staff; resolves difficult problems and promotes effective work flow.
- Hires and supervises legal office staff to provide quality service to citizens and County staff; prepares performance evaluations; recommends and administers progressive discipline; responds to grievances and other union issues; conducts and/or facilitates staff training and development programs; promotes cooperative team efforts among staff and with other County departments.
- Assists manager with administrative duties such as preparing the budget, ordering office supplies and equipment, and developing effective office procedures; interprets department regulations and policies to staff and the public.
- Prepares as variety of complex legal documents; prepares correspondence, statements, proposed legislation, contracts and interviews for attorneys, investigators, and law clerks from dictation or general instruction.
REQUIRED KNOWLEDGE AND SKILLS
Thorough knowledge of: Policies, functions and procedures of a legal office; court processes and procedures; business English and composition, spelling, punctuation and grammar; legal terms and phrases; basic math; bookkeeping and record keeping procedures; accepted modern office practices; general care and operation of equipment used, its functions and capabilities; principles and techniques of office management; principles and techniques of supervision and instruction; participative management theories.
Skill to: Communicate effectively, both orally and in writing, comprehend and convey oral and written instructions, policies and procedures in a legal office setting; direct staff in continuous efforts to improve quality productivity and effectiveness; incorporate team participation in decision making; respond to changes desired by citizens and County staff; establish and maintain effective working relationships with the public, staff, clients and personnel of other businesses in a courteous, professional manner; train, instruct and evaluate assigned personnel; operate modern office equipment; accurately type, transcribe and proofread information regarding litigations or other legal proceeding.
Must successfully pass an extensive background investigation including national fingerprint records check.
Must pass a pre-employment drug test.
Driving may be necessary for County business. For position(s) with occasional/incidental driving, incumbents must possess a valid driver's license. Accommodation requests for an acceptable alternative method of transportation will be reviewed on an individual basis in compliance with State and Federal legislation. For position(s) with regular driving, incumbent(s) must also possess and maintain an acceptable driving record throughout the course of employment.
MINIMUM RECRUITING STANDARDS
Any satisfactory combination of experience and training that demonstrates possession of the required knowledge and skills.