Legal Office Services Supervisor - Sheriff's Office

DEFINITION

• 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.

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.

• 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.

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?

Can I change my application after submitting it?

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

Will I be informed if I am 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