If interested in this position, please submit a completed employment application, STD. 678, and résumé to the above address. Specify RPA #7521 on the State application as well as your basis for eligibility (i.e., SROA, surplus, reemployment, reinstatement, transfer, or list eligible). Surplus candidates must attach a copy of their letter. Applications received without the above information MAY NOT be considered for review.
• SROA/Surplus employees are encouraged to apply
• Transfers, reinstatements, or recruitment from the employment list may be considered. Consideration may be given to applicants on another Department’s employment list, provided the criteria are met to transfer the eligibility from the employment list to DGS’ employment list. In order to help process your application, please submit a copy of your examination results. You can find your results at: https://exams.spb.ca.gov/exams/exam_start_submit.cfm?action=getresults.
• Applications will be evaluated based on eligibility and desirable qualifications and interviews may be scheduled.
Under the general supervision of the Legal Support Supervisor I, the Office Technician/Senior Legal Typist (OT/SLT) works independently and performs the full range of OT/SLT work for Administrative Law Judges at the Office of Administrative Hearings, Sacramento. The work requires an understanding of the judicial process, and legal procedures and practices for state, county, and local agencies.
In order to meet required deadlines established by APA, DOE and agency guidelines, employee performs clerical functions by using Microsoft Word and entering data in OAH Practice Manager Database (PM) computer program, for state, county and local agencies and utilizing standard office equipment (i.e. scanner, telephone, photocopier, fax machines) and related software applications:
• Monitors Faxination line in order to process request for hearing filings and legal documents within regulations and timelines.
• Reviews request to set filings for accuracy and detailed pertinent information and prepares electronic case files by ensuring cases are properly opened and scheduled according to legal requirements for the specific type of case, length of hearing and geographic location, inputting information regarding parties, hearing dates, agencies, and other case related information into the computerized office case tracking Practice Manager System (PM) relating to over 1,500 state and local agencies including but not limited to DDS, DOR, Keyhea, DSH, and DCSS hearings by adhering to required timelines and calendaring procedures.
• Follows verbal and written direction and oversight by the presiding judge and the assigned judge to specific case matters, assigns judges to cases or changes assignments of judges in the PM system to reflect current and up to date information regarding the Master Calendar. Communications via phone, e-mail, fax or U.S. mail, to ensure all pertinent parties are aware of any changes.
• Prepares and issues scheduling orders and proofs of service using PM following consistent procedures and program guidelines.
• Handles request for continuances by the parties by pulling the case file from the open files and providing the file and request to the presiding judge to issue an order granting or denying request.
• Resets the hearing date on the calendar in PM if a continuance is granted or removes the hearing date by performing functions on the Case Status for the case in PM.
• Handles incoming mail pertaining to case hearings and reviews by date stamping and determining if action or no action is to be taken by following office procedures.
In order to maintain Proposed Decisions/Decisions and legal documents:
• Stores completed decisions in a decision bank within the PM computer program, and closes case files in the automated case tracking system maintained by OAH.
• Files correspondence and legal documents in closed files.
• Assists in purging closed case files by following office guidelines and procedures.
• Prepares Proposed Decisions/Decisions by formatting documents utilizing the California Style Manual.
• Communications with judges regarding corrections.
• Prepares Proposed Decisions/Decisions and file exhibits for issuance and mailing according to the State Agency & Sub-Agency Manual.
• Stores completed decisions in a decision bank within the OAH F:Drive, and closes case files in the Practice Manager case tracking system maintained by OAH.
• Stores case file in closed file room accurately and numerically.
KNOWLEDGE AND ABILITIES <
Knowledge of: All of the above, and an understanding of the judicial process, Department and legal procedures and practices, and multiple and specialized areas of law; proper format of State and Federal citations; use of legal resources from traditional library references and software applications.
Ability to: All of the above, and type, format, file, and serve legal pleadings in multiple jurisdictions, including State, Federal and appellate courts, or Office of Administrative Hearings; independently perform complex clerical and legal secretarial work; coordinate and schedule legal services; screen mail, visitors, and telephone calls and take appropriate action; interact with courts, administrative agencies, governmental entities, co-counsels, opposing counsels, or witnesses as directed by the attorney ensuring deadlines are met; compose correspondence; give information and provide assistance using good judgment and discretion; maintain case and administrative files and records; may act in a lead capacity over clerical staff including legal typists.
DESIRABLE QUALIFICATIONS <
• Excellent organizational skills and work habits including initiative, good judgment, dependability, punctuality and attendance.
• Excellent interpersonal skills.
• Ability to work in a team environment.
• A demonstrated interest in assuming increasing responsibility; mature judgment; tact and discretion.
• Ability to multitask effectively and efficiently, meet deadlines, and quickly evaluate and prioritize work.
WORK ENVIRONMENT, PHYSICAL OR MENTAL ABILITIES<
• Office environment, business dress according to office policy.
• Legal work environment that is fast-paced with many deadlines.
• Daily use of a personal computer and related software applications at a workstation.
The Department of General Services’ (DGS) Core Values and Employee Expectations are key to the success of the Department’s Mission. That mission is to “Deliver results by providing timely, cost-effective services and products that support our customers.” DGS employees are to adhere to the Core Values and Employee Expectations, and to perform their duties in a way that exhibits and promotes those values and expectations.
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.
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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.