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INDUSTRIAL RELATIONS, DEPARTMENT OF

Title:  LEGAL SUPPORT SUPERVISOR I
Salary: $3,507.00 - $4,264.00
Posted: 02/01/2013

Job Description:
Preference will be given to persons with State Restriction of Appointments (SROA) or Surplus status. Applicants must attach a copy of their most recently dated letter that specifies their designation as either SROA or surplus candidate as proof.

Qualified candidates must have eligibility in State employment, be in a reachable rank on an employment list for this classification, be currently in this classification, or have transfer eligibility to this classification. Please clearly state your eligibility in the “Explanations” Section on your application.

All applicants will be screened for breadth and depth of experience. Only the most qualified applicants will be contacted for interviews based on screening criteria.

To be considered for this vacancy you must have transfer eligibility based on present or past state civil service eligibility, or passed an exam for this classification. To learn how to become a civil service employee, visit the State Personnel Board's website: www.jobs.ca.gov.

Applications (Standard form 678) must be received in our San Francisco office no later than the close of business of the final filing date via postal mail, personally delivered or inter-office mail. Applications received after the final filing date will not be accepted for any reason.

Applicants: Please write the position number listed below on the section “Examination(s) or job Title(s) for which you are applying” on the Standard Form 678.

Applications will not be accepted via email or FAX.

If you do not hear from us in 3-4 weeks, you may assume the position has been filled by another candidate.

Duty Statement:

Under the general supervision of the Chief counsel, the LSS I supervises a support staff of approximately 8 Legal Secretaries, 1 Office Assistant (Typing), 1 Staff Services Analyst (8 total in San Francisco Headquarters and 1 in Sacramento field office); to provide secretarial support for about 21 attorneys which includes the Chief Counsel and 7 investigators including the Supervising Special Investigator. The specific duties are as follows:

Train new support staff and assists all support staff in further developing computer and legal support skills by providing in-house and/or out-service training; creates (when necessary), maintains, and updates sections of the OD Legal Support Staff Procedural Manual and software boilerplates containing various legal applications (forms, etc); becomes familiar with various computerized equipment-i.e., word processing software (MS Word, excel, Filemaker, Mac Flow), calendaring program, fax machine, OCR scanner, etc., in addition, answer a variety of inquiries concerning maintenance and operation of office equipment/software.

Brief Team Coordinator. As support staff team leader, oversees major litigation Projects; assigns legal support staff to brief teams, coordinates due dates with attorney team leader; is responsible for ensuring briefs conform to court rules/guidelines/styles, and that court-imposed deadlines are met; assigns and oversees the updating and indexing of centralized major litigation case files.

Assign support staff/attorney teams. Recruits, interviews and hires new support staff and prepares probationary reports; takes appropriate action, when necessary.

Arranges the coverage of clerical overflow work, and is backup for all support staff duties, when necessary. Types and photocopies State Personnel Board and sensitive/confidential matters for professional staff. Maintains the Chief Counsel/Assistant Chief Counsel’s in-house Personnel & Staff Confidential files.

Records daily attendance-authorizes vacation, sick leave, time off requests, overtime, etc.; reviews and approves support staff time sheets.

Acts as mediator in solving professional/support staff problems. Handles support staff promotions and first level grievances.

Confers with the Chief Counsel and Assistant Chief Counsel regarding policies and major operation procedures.

Reviews clerical employees’ work injury reports and assists in the review and modification of injured workers’ workload and duties.

Prepares and distributes copies of OD Legal Monthly Attorneys Calendar Reports and updates bi-annual calendar data of San Francisco and Sacramento attorneys for the Chief Counsel.

Prepares Schedule 9: Develops and recommends office equipment budget. Prepares annual equipment/furniture inventory and surveys equipment/furniture deemed beyond repair.

Oversees distribution of all equipment in the office. Acts as liaison in handling all equipment lease agreement with outside vendors. Oversees the maintenance of the law library and OD Legal Conference Room (law books, publications, and periodicals). Approves orders for office supplies.

Prepares offices and secures equipment for new hires (professional and support staff); request and distributes new business cards/key/telephone cards for professional staff; instructs professional and support staff in properly coding monthly time reports (time reporting) and travel expense claims (cost reporting). Handle special tasks, such as participating as a panel member for Departmental oral examinations, or as the language survey coordinator, etc. Performs other duties as required, such as Division office moves and/or relocation, including, but not limited to, drawing floor plans, ordering furniture and equipment, and preparing work orders.

Additional Information:

Working Title Position Number
Legal Support Supervisor I 400 - 112 - 1277 - xxx
Location County
Oakland ALAMEDA
Timebase Tenure
Full Time Permanent   month(s)
Final Filing Date: Department Link:
Until Filled http://www.dir.ca.gov
Contact Unit/Address Contact Name/Phone
Dept. of Industrial Relations
HR Cert Unit
P.O. Box 420603
San Francisco, 94142
Marcos Perez
1.510.286.3800

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Notice: If you are not a current or former State employee, you must first take an examination to obtain list eligibility. This does not apply to Student Assistant vacancies. Learn all about it.

The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.