Legal Office Executive Assistant - Confidential

Company: Shasta County Support Services
Location: Redding
Posted on: January 16, 2023

Job Description:

To view the full job posting, please go to www.governmentjobs.com/careers/shasta/jobs/3827650 FINAL FILING DATE: JANUARY 04, 2022 AT 5:00 PMABOUT SHASTA COUNTY: Shasta County offers all the amenities of the big city while retaining a comfortable small-town atmosphere. With its natural beauty, affordable housing, excellent educational system, abundance of recreational opportunities, and excellent quality of life, Shasta County is a great place to live, work, and raise a family.ABOUT THE DEPARTMENT: The District Attorney evaluates all reported crimes to determine if sufficient evidence exists to prosecute individuals for felony and misdemeanor offenses. In those cases where the District Attorney finds sufficient evidence, a criminal prosecution is undertaken. The Department also supervises the Victim/Witness Program.ABOUT THE POSITION: Under the general direction of the District Attorney, oversees office operations which may include responsibilities for training, evaluating, and supervising legal clerical staff; coordinating workflow; and performing fiscal accounting functions such as payroll, participating in preparation of the corresponding office's budget, and monitoring expenditures. An incumbent acts as legal secretary to the department head and other assigned staff and completes other projects and administrative support tasks as required. This is a Confidential classification. Confidential in this context according to the Personnel Rules is a non-management employee who in the course of his/her duties is regularly privy to management planning or decision-making regarding the County's administration of employer-employee relations as determined by the Board of Supervisors.DISTINGUISHING CHARACTERISTICS: Positions in this classification report directly to the department head. This classification is distinguished from the Legal Services Supervisor, Legal Clerk Supervisor, and Legal Secretary classifications by its responsibility for overseeing office functions; training, evaluating, and supervising legal clerical staff; and coordinating work flow; performing the highest level of administrative support to the department head and other office management and attorneys; assisting with budget preparation and monitoring; and completing special projects as assigned.EXAMPLES OF ESSENTIAL DUTIES: Specific duties may vary depending upon the department to which the position is assigned.Typical duties may include: Functioning as the office manager overseeing the daily operations of the office; training, supervising, and evaluating clerical employees; assigning and monitoring work flow; performing fiscal accounting functions including the processing of payroll, invoice claims, and employee travel reimbursement; assisting in the preparation of the budget and monthly budget monitoring; coordinating tasks associated with the recruitment, hiring, evaluating, and termination of personnel as well as the maintenance of personnel records; developing, implementing, and evaluating office policies; serving as legal secretary to the department head and other assigned staff; representing the department at meetings with other agencies regarding administrative matters; preparing a wide variety of legal documents, including pleadings, motions, legal memoranda, briefs, contracts, and similar documents; performing routine legal research; ordering office supplies, equipment, computers, phones, and office furnishings; serving as the liaison to the IT Department; and providing other administrative support as necessary TYPICAL QUALIFICATIONS: Employment standards include any combination of education and experience sufficient to directly demonstrate possession and application of the following:Knowledge of: Laws, ordinances, rules, and regulations affecting the operation of the legal office to which assigned; operation and procedures of the assigned department; principles of personnel management, supervision, evaluation, and training; budget preparation and accounting procedures; County policies and procedures; legal terminology, forms, documents, phraseology, punctuation, spelling, and general English usage; legal research and writing; style and formatting of business correspondence.Ability to: Maintain confidentiality of information; oversee the daily operations of the office and provide administrative support to attorneys and other staff as required; effectively supervise, train, and evaluate subordinate staff; assist in planning, organizing, and administering the policies and procedures of the office; coordinate and schedule work of the office in order to monitor and meet deadlines; use and provide support on the various software programs used within the office; operate a personal computer and other modern office equipment; type/keyboard at a speed of not less than 55 words per minute; assist in preparing and monitoring the budget, and process invoice claims; perform routine legal research, interpret and evaluate information, and prepare clear and comprehensive reports; perform difficult and complex legal secretarial and clerical work with speed and accuracy; establish and maintain effective working relationships with the public, other departments and agencies, boards and commissions, public officials, community groups, and others contacted in the course of the work; identify and analyze administrative problems and implement operational changes; communicate effectively, both verbally and in writing.These standards are typically obtained with at least five years experience as a legal secretary, including one year of experience in a governmental legal office. Preference may be given for experience in the particular legal field associated with the function of the assigned department.IDEAL CANDIDATE: An ideal candidate must possess strong critical thinking skills with an ability to use independent judgment. Must have the ability to plan, prioritize and organize a diversified workload. Must be able to work well in collaboration with a team, as well as individually. This individual also places a high value on positivity, professionalism, and the value of first impressions. Strong technical and computer skills are required.SUPPLEMENTAL QUESTIONS: Responses to the following must be submitted with a completed application.Explain in detail how you meet the ideal candidate description listed above.Explain any previous/current executive assistant experience you have.What makes a good executive assistant?SALARY & BENEFITSSalary: $4,608 - $5,882 Approximate Monthly*Paid Time Off:Holidays: 12 days per year.Confidential Employees allotted an additional 8 "floating holiday" hours each year.Vacation (Accrues with hours worked. Available after 3 months)Annual accruals as follows: 10 days first 3 years; 15 days 4-9 years; 17 days 10-15 years; 20 days 16 years and thereafter.Sick Leave (Accrues with hours worked. Available immediately)12 days per year with a generous pro rata payoff at termination after at least 5 years.Insurance:Medical: County pays for most of the employee and a portion of the dependent costDental: County pays for most of the employee and a portion of the dependent cost. County contribution does not begin for first six months of employment.Vision: Fully paid for employee with a small premium for dependents.Retirement: CalPERS, coordinated with Social Security.Other: $40,000 life insurance plan at no cost to employee.Deferred Compensation plan with 3% County match available.IRC Section 125 planACI Specialty Benefits - Employee Assistance ProgramLongevity StipendAdditional life insurance available.*Please visit www.shastacounty.gov/personnel/page/policies and refer to the Shasta County Personnel Rules and the Confidential Cost of Living Increases for future salary increases.Applicants are encouraged to review the full recruitment posting and apply on-line at www.ShastaCountyCareers.com or submit an application to the Shasta County Personnel Office.SHASTA COUNTY IS AN EQUAL OPPORTUNITY EMPLOYERShasta County Personnel1450 Court Street, Suite 348; Redding, CA 96001; (530) 225-5515

Keywords: Shasta County Support Services, Redding , Legal Office Executive Assistant - Confidential, Legal , Redding, California