What are the responsibilities and job description for the Legal Office Services Supervisor - Sheriff's Office position at Humboldt County, CA?

Salary : $23.09 - $29.63 Hourly

Location : Eureka, CA

Job Type : Full-time

Job Number : 24-00299

Department : Sheriff's Office

Division : 221 - Sheriff

Opening Date : 01 / 14 / 2025

Closing Date : 1 / 28 / 2025 11 : 59 PM Pacific

DEFINITION

Legal Office Services Supervisor

Sheriff's Office

When you work for the Humboldt County Sheriff's Office, you aren't just another employee, you are family. Our family is growing, and we want YOU to join! We are looking for people who like to stay busy, can multitask and have excellent communication skills while still being able to understand and maintain confidentiality standards.

What You'll Do :

Supervise Staff : Provide direct supervision to staff in the Records and Civil Divisions, ensuring proper training and development while keeping the Legal Office Services Manager informed of all significant developments and concerns.
Support Daily Operations : Assist staff with daily workflow and processing tasks.
Address Public Concerns : Engage with the public by answering questions, handling front-window interactions, managing phone inquiries, and addressing complaints and concerns as needed.
Data Entry and Reporting : Perform data entry for daily, weekly, quarterly, and annual reports.

Where You'll Do It :

This position is located in the Sheriff's Department on the ground floor of the Humboldt County Courthouse

A typical schedule for this position is Monday through Friday, 7 : 30 am to 4 pm, with a 30-minute lunch.

PLEASE NOTE THE FOLLOWING :

This position will require a thorough background investigation.

Under direction, supervises legal office support in either a single specified or multiple related functional areas; provides difficult or specialized legal office support to various County offices; performs related work as assigned.

DISTINGUISHING CHARACTERISTICS

This is the first full supervisory level in the legal office support series, responsible for planning, organizing, supervising and reviewing the work of a group of legal office and / or related support employees. The work also includes performance of difficult, complex or specialized legal office support work. This class is distinguished from Legal Office Services Manager, which is the second supervisory level over a variety of staff and functions.

EXAMPLES OF DUTIES

Supervises and directs legal office and / or related support staff and activities.

Plans, schedules, assigns, reviews and performs legal office support work such as reading and processing legal documents and collecting appropriate files, recording and entering legal information, and other clerical processing activities.

Trains assigned staff in general and legal office procedures and specific departmental and unit policies and procedures.

Evaluates employee performance and effectively recommends employee selection, initial disciplinary action and other personnel actions.

Determines work schedules and authorizes leaves, ensuring the timely completion of all work.

Answers inquiries, provides information and resolves complaints from clients, the public or employees regarding the function and activities of the work unit that may require the use of judgment and the interpretation of policies, rules and procedures.

Develops, recommends and implements improved operating procedures, forms and work processes; may assist with the development and administration of the departmental budget.

Compiles operational and statistical data and information, maintains various records and prepares special and periodic reports.

Performs difficult or complex legal office support work and assists with special office projects as assigned.

Reads and processes various legal documents such as court calendars, court orders, booking slips, probation reports, criminal records, arrest warrants, referrals and other legal information for maintaining records; may issue marriage licenses, fictitious business name and other documents.

Reviews legal documents, arrest or incident records, files and cases to identify inaccurate, inconsistent and unclear codes, data and other information; notifies appropriate staff and may participate in resolving problem situations; checks court and legal documents for proper authorization and obtains missing signatures.

May plan, assign, supervise and review the work of general office or fiscal support staff involved with duties related to the work such as collecting and processing fines and restitution monies.

Compiles data from multiple sources to complete and process legal forms, documents and reports in accordance with established procedures.

Establishes and maintains office and case files; researches and compiles information from such files; closes and purges files according to established procedures.

QUALIFICATIONS

Knowledge of :

Supervisory principles and practices, including work planning, scheduling, review and evaluation, and employee training and discipline.

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.

Business data processing principles and the use of word processing or computer equipment.

Basic budgetary principles and practices.

Business letter writing and the standard format for typed materials.

Correct English usage, including spelling, grammar and punctuation.

Business arithmetic, including percentages and decimals.

Skill in :

Planning, assigning, supervising, reviewing and evaluating the work of others.

Training others in work procedures.

Reading and interpreting rules, policies, procedures and legal and court documents. Organizing, researching and maintaining office files.

Composing correspondence independently from brief instructions.

Using initiative and sound independent judgment within Established guidelines. Organizing and prioritizing work, meeting critical deadlines and following-up on assignments with a minimum of supervision.

Dealing tactfully and effectively with a variety of individuals, some of whom may be hostile or irate and / or from varying ethnic and socio-economic backgrounds.

Operating standard office equipment, including a word processor, computer terminal and centralized telephone equipment.

Analyzing and resolving varied office administrative problems.

Other Requirements :

Specified positions may require possession of a valid California driver's license. Specified positions may require being able to pass a detailed background review.

Desirable Education and Experience :

A typical way to obtain the knowledge and skills outlined above is : Three years of experience providing office support in a legal or court setting.

WORKING CONDITIONS & ADDITIONAL INFORMATION

HOW TO APPLY

A complete, original application must be filed for each position you are interested in applying for. Applicants must apply online through the County's automated application system at https : / / www.governmentjobs.com / careers / humboldtcountyca.

Applications must be submitted no later than the final filing date and time listed on the job flyer.

It is important that your application shows all the relevant education and experience you possess. Human Resources staff does not consider or review resumes or attachments. Incomplete applications will be rejected.

Please read the job requirements section of the announcement. Be sure you meet these requirements since they will be carefully evaluated during the selection process.

Your performance in any employment examinations will be compared with the performance of others who take the tests. The examination results will be emailed to you as quickly as possible.

SELECTION PROCEDURE

The County utilizes a set of rules to ensure that our hiring processes are fair and equitable. Applications will be screened and those considered qualified will be invited to appear for an oral and / or written examination. Meeting the requirements does not guarantee inclusion into the selection process. Depending upon the number of applications received, the selection process may consist of additional application screening, written and / or practical exam(s), oral interview, or any combination thereof.

FREQUENTLY ASKED QUESTIONS

How long does it take to fill out the application?

You should allow 30 - 45 minutes to fill out your application.

Can I change my application after submitting it?

No. Once an application has been submitted, it is final. Applicants may submit a new application with updated information during the filing period if they wish. Only the most recent application submitted will be considered. All other applications will not be considered.

How long until I hear back from you and how can I check for updates on my application?

You may receive communications regarding your application at different stages of the selection process. Important updates will be sent to the email address listed in your governmentjobs.com account at the time of notification. To ensure you don't miss any critical information, we recommend keeping your email address current and regularly checking both your inbox and junk mail folders throughout the process. You can also log into your governmentjobs.com account at any time to check your application status. If you have any questions about your application's progress, please contact the County of Humboldt Human Resources Personnel Division at 707-476-2349 or personnel@co.humboldt.ca.us.

Will I be informed if I am not selected for an interview / Oral Exam?

Yes, you will be informed via email if you are not selected for an interview / Oral Exam.

OUR COMMITMENT TO DIVERSITY, EQUITY, AND INCLUSION

Research indicates that individuals in protected classes can be less likely to submit a job application. The County of Humboldt is dedicated to building a diverse, inclusive, and authentic workplace where our employees are free to bring their full selves to work each day in an environment that allows them to reach their full potential. The County Board of Supervisors has made organizational commitments to Diversity, Equity, and Inclusion (DEI) and the County is working to ensure that these commitments are reflected in all we do. The County recognizes that certain populations (BIPOC, Disabled Persons, Veterans, LGBTQIA community members, etc.) face systemic and structural challenges which may inhibit their ability to satisfy every requirement of the position. In recognition of these structural and systemic factors, the Human Resources Department understands that experience can be gained in many ways - oftentimes, outside of formal institutions - and strives to take a holistic approach in assessing an applicant's qualifications for a position.

If you're excited about this role but your past work experience doesn't align perfectly with every qualification in the job description, we strongly encourage you to apply.

REASONABLE ACCOMMODATIONS

The County of Humboldt is committed to providing equal access and opportunities in its programs, activities, and employment, and does not discriminate on the basis of mental or physical disabilities. The Human Resources Department is located in the Humboldt County Courthouse, which has an accessible entrance on 4th Street. Accessible parking is available adjacent to the 4th Street entrance and on the 4th Street side of the K Street lot. Special testing arrangements may be made to accommodate disabilities or religious convictions. If invited to an examination and you are in need of a reasonable accommodation, please contact Human Resources immediately at (707) 476-2349 so arrangements can be made.

EQUAL OPPORTUNITY EMPLOYER

The county is an equal opportunity employer. We enthusiastically accept our responsibility to make employment decisions without regard to race, religion or religious creed, color, age, sex, sexual orientation, national origin, ancestry, marital status, medical condition, mental or physical disability, military service, or any other classification protected by federal, state, or local laws or ordinances.

MEDICAL EXAMINATION

A pre-employment medical examination provided by the County may be required upon offer of employment.

OTHER EXAMINATIONS

Some positions also require psychological evaluation and / or extensive background investigation.

LICENSES

Some classifications require possession of valid professional and / or technical licenses. Some classifications may require the possession of a valid California driver's license.

PROBATIONARY PERIOD

Persons appointed to regular County positions serve a probationary period. This is normally six (6) months but could be up to one (1) year. All designated safety employees serve a one-year probationary period.

EMPLOYMENT ELIGIBILITY

It is the County's intention to hire only those workers who are authorized to work in the United States, pursuant to the Immigration Act of 1990. If you are offered employment, you will be required to verify your eligibility to work in the United States. For law enforcement positions you will be required to verify your U.S. citizenship or legalized status.

DISASTER SERVICE WORKERS

All County of Humboldt employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the County requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.

THE PROVISIONS OF THIS BULLETIN DO NOT CONSTITUTE AN EXPRESS OR IMPLIED CONTRACT. THE COUNTY OF HUMBOLDT RESERVES THE RIGHT TO MAKE NECESSARY MODIFICATIONS TO THE EXAMINATION PLAN IN ACCORDANCE WITH THE HUMBOLDT COUNTY M

Please Note : Extra Help positions are non-benefitted but may be eligible to purchase health insurance upon meeting the hours worked requirement under the Affordable Care Act (ACA).

RETIREMENT

The County of Humboldt participates in the CalPERS retirement system, with both the County and the employee making contributions toward the employee's retirement.

CalPERS Retirement Program : Employees fall into one of the following tiers based on the date you first start working for the County or any other employer that uses CalPERS for retirement.

Tier I - Prior to 7 / 5 / 2012 : 2.7% @ 55

Tier II - Post 7 / 6 / 2012 : 2% @ 55

Tier III - Post 1 / 1 / 2013 : 2% @ 62

If this is your first job with a CalPERS employer, you would be in Tier III.

2% means that for every year you work for the County, you will receive 2% of your maximum annual pay rate for every year that you work for us (or other CalPERS employers) if you work the required minimum number of years (that's called vesting) and retire after the age following the @.

For example, if you work 20 years and retire at 62 years of age, you will receive 20 x 2% or 40% of your maximum annual pay rate every year in retirement payments.

COMPREHESIVE BENEFITS PACKAGE

Our generous benefits package includes :

Health Insurance

Medical : Multiple plan options available through CalPERS

County covers majority of employee premium and contributes to dependent coverage

Additional Insurance Coverage

Dental : Full premium coverage for employees and all dependents

Vision : Full premium coverage for employees and eligible dependents

County-Provided Benefits

Life Insurance

Longevity Pay

Educational Reimbursement

Deferred Compensation

Employee Assistance Program

Bus Pass Program

Optional Benefits

Employees may elect to purchase additional coverage including :

Supplemental Life Insurance with guaranteed issuance period at time of hire

Flexible Spending Accounts

VACATION

1 - 3 completed years of service = 12 days (192-hour cap)

4 - 10 completed years of service = 15 days (240-hour cap)

11 - 15 completed years of service = 20 days (320-hour cap)

16 - 20 completed years of service = 25 days (400-hour cap)

21 completed years of service = 30 days (480-hour cap)

HOLIDAYS

Employees earn 15 paid holidays per year (specific dates as defined in their specific Memorandum of Understanding (MOU)), including 2 personal holidays.

SICK LEAVE

Employees earn 12 sick days per year with an unlimited cap on sick day accumulation.

PUBLIC SERVICE LOAN FORGIVENESS

The County is a Public Service Loan Forgiveness certified employer.

INCENTIVE PAY

County employees may be eligible for additional incentive pay, such as on-call pay, shift differential pay, locked facility pay, or annual uniform allowance, as defined in their specific MOU.

Please select the amount of time that most accurately reflects your experience providing support in a legal or court setting.

No experience

Less than 1 year

1 - 2 years

2 - 3 years

More than 3 years

Please describe your experience providing support in a legal or court setting.

Any other coursework, training or experience you would like to add that directly relates to this position.

Required Question

Salary : $23 - $30

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