HomeMy WebLinkAbout05.H- Human Resources 5.H
RESOLUTION (ID # 3681) DOC ID: 3681
CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
Personnel
From: Helen Tran M/CC Meeting Date: 02/02/2015
Prepared by: Helen Tran, (909) 384-5161
Dept: Human Resources Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing
Revisions to the Legal Secretary I (U) (Flex)/Legal Secretary II (U) and Legal Secretary
II (U)/Legal Secretary I (U) (Flex) Job Descriptions. (#3681)
Current Business Registration Certificate: Not Applicable
Financial Impact:
There is no financial impact to revise a job description.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
On January 15, 2015, the Personnel Committee Chairman recommended that this item
be forwarded to Mayor and Common Council for adoption.
Background:
At the Personnel Committee meeting on June 26, 2014, Councilwoman Marquez
requested that the job descriptions for Legal Secretary I (U) (Flex)/Legal Secretary 11 (U)
and Legal Secretary 11 (U)/Legal Secretary I (U) (Flex) be revised to expand the
experience to include "or any municipality." It was felt that this would broaden the
applicant pool at the time of recruitment.
City Attorney Review:
Supporting Documents:
Reso.Update JD - Legal Secretary I and II (DOC)
Legal Secretary 1_II 10322 (DOC)
Legal Secretary II_I 10323 (DOC)
Updated: 1/28/2015 by Georgeann "Gigi" Hanna Packet Pg. 117
5.H.a
1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN a
BERNARDINO AUTHORIZING REVISIONS TO THE LEGAL SECRETARY I (U
3 (FLEX)/LEGAL SECRETARY II (U) AND LEGAL SECRETARY II (U)/LEGAL
SECRETARY I (U) (FLEX) JOB DESCRIPTIONS.
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NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON
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COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: D
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SECTION 1: The proposed revisions to the job descriptions for "Legal Secretary
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8 1 (U) (Flex)/Legal Secretary II (U) and Legal Secretary II (U)/Legal Secretary I (U) (Flex)' 0-
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9 are hereby approved; and
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SECTION 2: The Human Resources Division Manager is authorized to update
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the job descriptions to reflect this action. N
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Packet Pg. 118
5.H.a
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING REVISIONS TO THE LEGAL SECRETARY I (U
2 (FLEX)/LEGAL SECRETARY II (U) AND LEGAL SECRETARY II (U)/LEGAL
SECRETARY I (U) (FLEX) JOB DESCRIPTIONS. U
3
4 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the
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5 Mayor and Common Council of the City of San Bernardino at a meeting thereof, held on
6 the day of 2015, by the following vote, to wit:
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7 COUNCILMEMBERS: AYES NAYES ABSTAIN ABSENT
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1 MARQUEZ
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9 BARRIOS Cn
10 VALDIVIA
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SHORETT
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NICKEL .7
JOHNSON
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13 MULVIHILL a
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15 Georgeann Hanna, City Clerk 0
16 The foregoing Resolution is hereby approved this of
, 2015. M
17
18 R. Carey Davis, Mayor
19 City of San Bernardino
Approved as to form:
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GARY D. SAENZ,
21 City Attorney
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22 By:
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Packet Pg. 119
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Class Code: 10322
M/CC Date Updated: January 24, 2011
City of San Bernardino Signature: _
Human Resources Division Manager
Bargaining Unit: Management/Confidential
EEOC Category:
Class Specification
LEGAL SECRETARY I (U) (Flex)/Legal Secretary II (U)
JOB SUMMARY c
Under general supervision, performs secretarial work of moderate difficulty involving legal,
confidential work for attorneys in the City Attorney's Office; OR, performs a variety of complex, x
confidential and sensitive transcription, typing and legal clerical work requiring considerable LL
knowledge of legal functions; and performs related duties as assigned. _
DISTINGUISHING CHARACTERISTICS
Legal Secretary I performs legal secretarial and administrative support tasks requiring a
thorough knowledge of legal procedures and terminology. Work requires strong computer and rn
organizational skills and the ability to perform duties independently with minimum direction from
assigned attorneys.
Legal Secretary II performs advanced legal secretarial and administrative support tasks o
requiring a thorough knowledge of legal procedures and terminology. Incumbents provide legal .N
secretarial support to assigned attorneys handling more complex legal assignments and
portfolios in the City Attorney's Office. Incumbents are expected to perform their duties with =
minimum direction from their assigned attorneys. .2
.2-
Legal Legal Secretary I is distinguished from Legal Secretary II in that incumbents in the latter class
perform more complex legal secretarial services at a more advanced level. o
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0
ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various types of work that may
be performed. The omission of specific statements of duties does not exclude it from the
position if the work is similar, related or a logical assignment to this class. N
1. Provides assistance to assigned attorneys in managing their case loads while
maintaining heavy calendars; provides assistance as members of the Office legal °
secretary team to ensure that the support needs of all attorneys are met. =i
2. Answers phone calls and takes messages; retrieves and responds to a-mails and faxes; .
schedules meetings and maintains calendars for assigned attorneys; calendars
appointments, meetings, depositions, hearings, court appearances and document and
filing deadlines for attorneys; copies, mails, faxes, and arranges delivery of court in
documents and exhibits; maintains case and administrative files and records.
3. Types legal pleadings, contracts, agreements, complaints and cross-complaints, J
discovery requests, answers, motions, subpoenas, demurrers, statements,
correspondence, reports and a full range of documents related to litigation and other
documents, with minimum supervision by an attorney; proofreads and corrects E
documents and pleadings in order to assure accuracy of records and entry of
information; transcribes documents for attorneys. a
Legal Secretary I(U)(Flex)/Legal Secretary II (U) Pagel
Packet Pg. 120
5.H.b
4. Processes code compliance and police citations, including sending out amended
,. citations when necessary; files citations with the court along with copies of applicable
code sections; sends copies of amended citations to defendants via certified mail; sends
confirmed copies of citations to Code Enforcement Officers; prepares files for court;
checks court calendars for hearings and prepares and faxes memos notifying Code
Enforcement of upcoming hearings and status of cases; tracks files for all code
compliance and police citations; maintains a current count of all code citations brought to
office. W
5. Schedules, coordinates and attends multi-department meetings to coordinate code ,
enforcement team inspections. J
6. Prepares and formats Code Officer Affidavits; prepares warrants and return warrants; -�
makes necessary changes requested by attorneys. c
7. Ensures that all restitutions are paid on time; records due dates of fees on calendars;
ensures payments are delivered to the correct area; sends reminders to defendants as x
needed.
8. Prepares records and/or transcribes complex and confidential reports, minutes, _
ordinances, resolutions, proclamations, legal pleadings, correspondence, memoranda,
reports and other legal documents and materials; prepares and/or finalizes motions,
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discovery and responsive pleadings; composes letters from notes or brief instructions;
proofreads and corrects documents and pleadings in order to assure accuracy of
records and entry of information. ai
9. Attends meetings, agenda briefings and Committee meetings; gathers background �
information and materials for meetings, reports or correspondence.
10. Creates and maintains a variety of complex and confidential filing systems and legal and o
office files to provide easy access to records with limited direction or supervision; N
maintains active files, archives files and purges inactive files in accordance with the
City's records retention schedule; maintains files of newspaper articles relating to City
business, interest and development. 2
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11. Assists with a variety of office administrative tasks.
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GENERAL QUALIFICATIONS o
Knowledge of.• o
1. Standard litigation procedures and court timeframes.
2. General office administrative practices and procedures.
3. Principles and practices of sound business communication; correct English usage,
including spelling, grammar and punctuation. N
4. Law office administrative practices and procedures. M
5. Terminology, forms, documents and court rules and requirements used in legal practice °
and proceedings, including the proper preparation of pleadings and briefs. =i
6. Legal references and their contents.
7. Statutory deadlines for responding to and/or filing pleading documents.
8. General understanding of the judicial process, department, and legal procedures and
practices. rn
9. Uses of word processing and other standard business software at a level of complexity ca
appropriate to assigned work responsibilities. d
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Ability to:
1. Operate a computer and word processing software and other standard office equipment. t
2. Make uses of word processing software to produce competent legal documents at a
level necessary to meet the requirements of the position. a
3. Type accurately at a speed of 60 wpm; a higher speed may be required.
Legal Secretary I(U)(Flex)/Legal Secretary II (U) Page 2
Packet Pg. 121
4. Organize, set priorities and exercise sound independent judgment within areas of
responsibility.
5. Reach sound decisions in accordance with applicable law and court procedures, rules
and policies. _
6. Organize, research and maintain legal and office files and calendars.
7. Compose correspondence and prepare standard legal documents from brief instructions. (D
8. Communicate clearly and effectively, both orally and in writing.
9. Prepare clear, accurate and concise records and reports. N
10. Maintain sensitive and confidential information.
11. Use tact, discretion and diplomacy in dealing with sensitive situations and concerned °;
people, outside legal counsel and litigants. -a
12. Establish and maintain highly effective working relationships with City management and c
officials, staff and others encountered in the course of work.
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MINIMUM QUALIFICATIONS
Education, Training and Experience: _
Legal Secretary I: Graduation from high school or G.E.D. equivalent; and at least one year
of intermediate level secretarial or clerical experience in a law office.
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Legal Secretary II: Graduation from high school or G.E.D. equivalent; and at least two years In
of advanced-level legal clerical and litigation experience, or one year of experience as a
Legal Secretary I with the City of San Bernardino or any municipality.
Licenses; Certificates; Special Requirements: o
None. y
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PHYSICAL DEMANDS c
The physical demands described here are representative of those that must be met by an 2
employee to successfully perform the essential functions of this class. Reasonable •2
accommodations may be made to enable individuals with disabilities to perform the essential
functions. o
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While performing the duties of this class, employees are regularly required to sit; talk or hear, n'
both in person and by telephone; and use hands to repetitively operate, finger, handle or feel
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office equipment; and reach with hands and arms. The employee is frequently required to stand,
walk, stoop, kneel, bend, crouch and lift up to 25 pounds. N
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Specific vision abilities required by this job include close vision, distance vision and the ability to °
adjust focus. =i
WORK ENVIRONMENT :M
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this class. Reasonable accommodations Cn
may be made to enable individuals with disabilities to perform the essential functions.
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An employee works under typical office conditions, and the noise level is usually quiet.
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Legal Secretary I (U)(Flex)/Legal Secretary II (U) Page 3
Packet Pg. 12
Class Code: 10323
M/CC Date Updated: January 24, 2011
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City of San Bernardino Signature:
Human Resources Division Manager
Bargaining Unit: Management/Confidential
EEOC Job Category: Office and Clerical
U)
Class Specification
LEGAL SECRETARY II (U)/Legal Secretary I (U) (Flex)
c
JOB SUMMARY
Under general supervision, performs secretarial work of moderate difficulty involving legal, x
confidential work for attorneys in the City Attorney's Office; OR, performs a variety of complex, LL
confidential and sensitive transcription, typing and legal clerical work requiring considerable _
knowledge of legal functions; and performs related duties as assigned.
d
DISTINGUISHING CHARACTERISTICS
Legal Secretary I performs legal secretarial and administrative support tasks requiring a cn
thorough knowledge of legal procedures and terminology. Work requires strong computer and
organizational skills and the ability to perform duties independently with minimum direction from
assigned attorneys.
0
Legal Secretary II performs advanced legal secretarial and administrative support tasks
requiring a thorough knowledge of legal procedures and terminology. Incumbents provide legal
secretarial support to assigned attorneys handling more complex legal assignments and
portfolios in the City Attorney's Office. Incumbents are expected to perform their duties with 2
minimum direction from their assigned attorneys.
Legal Secretary I is distinguished from Legal Secretary II in that incumbents in the latter class o
perform more complex legal secretarial services at a more advanced level. c
ESSENTIAL DUTIES AND RESPONSIBILITIES oo
The duties listed below are intended only as illustrations of the various types of work that may M
be performed. The omission of specific statements of duties does not exclude it from the M
position if the work is similar, related or a logical assignment to this class. c
1. Provides assistance to assigned attorneys in managing their case loads while =�
maintaining heavy calendars; provides assistance as members of the Office legal �.
secretary team to ensure that the support needs of all attorneys are met.
2. Answers phone calls and takes messages; retrieves and responds to a-mails and faxes;
schedules meetings and maintains calendars for assigned attorneys; calendars in
appointments, meetings, depositions, hearings, court appearances and document and
filing deadlines for attorneys; copies, mails, faxes, and arranges delivery of court J
documents and exhibits; maintains case and administrative files and records.
3. Types legal pleadings, contracts, agreements, complaints and cross-complaints,
discovery requests, answers, motions, subpoenas, demurrers, statements, E
correspondence, reports and a full range of documents related to litigation and other
documents, with minimum supervision by an attorney; proofreads and corrects a
Legal Secretary II (U)/Legal Secretary I(U)(Flex) Pagel
Packet Pg. 123'
5.H.c
IL documents and pleadings in order to assure accuracy of records and entry of
information; transcribes documents for attorneys.
4. Processes code compliance and police citations, including sending out amended
citations when necessary; files citations with the court along with copies of applicable =
code sections; sends copies of amended citations to defendants via certified mail; sends
confirmed copies of citations to Code Enforcement Officers; prepares files for court; CD
checks court calendars for hearings and prepares and faxes memos notifying Code
Enforcement of upcoming hearings and status of cases; tracks files for all code N
compliance and police citations; maintains a current count of all code citations brought to a,
office. �
5. Schedules, coordinates and attends multi-department meetings to coordinate code
enforcement team inspections.
6. Prepares and formats Code Officer Affidavits; prepares warrants and return warrants;
makes necessary changes requested by attorneys. x
7. Ensures that all restitutions are paid on time; records due dates of fees on calendars;
ensures payments are delivered to the correct area; sends reminders to defendants as
needed.
8. Prepares records and/or transcribes complex and confidential reports, minutes,
ordinances, resolutions, proclamations, legal pleadings, correspondence, memoranda,
reports and other legal documents and materials; prepares and/or finalizes motions, Cn
discovery and responsive pleadings; composes letters from notes or brief instructions;
proofreads and corrects documents and pleadings in order to assure accuracy of
records and entry of information.
9. Attends meetings, agenda briefings and Committee meetings; gathers background o
information and materials for meetings, reports or correspondence. Mn
10. Creates and maintains a variety of complex and confidential filing systems and legal and
o:
office files to provide easy access to records with limited direction or supervision; _
maintains active files, archives files and purges inactive files in accordance with the a
City's records retention schedule; maintains files of newspaper articles relating to City L
business, interest and development.
11. Assists with a variety of office administrative tasks. o
0
GENERAL QUALIFICATIONS
Knowledge of. o
1. Standard litigation procedures and court timeframes. co
2. General office administrative practices and procedures.
3. Principles and practices of sound business communication; correct English usage, c
including spelling, grammar and punctuation.
4. Law office administrative practices and procedures.
5. Terminology, forms, documents and court rules and requirements used in legal practice
and proceedings, including the proper preparation of pleadings and briefs.
6. Legal references and their contents.
7. Statutory deadlines for responding to and/or filing pleading documents. in
8. General understanding of the judicial process, department, and legal procedures and
practices. J
9. Uses of word processing and other standard business software at a level of complexity
appropriate to assigned work responsibilities.
Ability to: w
1. Operate a computer and word processing software and other standard office equipment. Q
Legal Secretary II (U)/Legal Secretary I (U)(Flex) Page 2
Packet Pg. 124
2. Make uses of word processing software to produce competent legal documents at a
level necessary to meet the requirements of the position.
3. Type accurately at a speed of 60 wpm; a higher speed may be required.
4. Organize, set priorities and exercise sound independent judgment within areas of
responsibility. L
5. Reach sound decisions in accordance with applicable law and court procedures, rules
and policies.
6. Organize, research and maintain legal and office files and calendars. U)
7. Compose correspondence and prepare standard legal documents from brief instructions.
8. Communicate clearly and effectively, both orally and in writing.
9. Prepare clear, accurate and concise records and reports.
10. Maintain sensitive and confidential information.
11. Use tact, discretion and diplomacy in dealing with sensitive situations and concerned
people, outside legal counsel and litigants. x
12. Establish and maintain highly effective working relationships with City management and U_
officials, staff and others encountered in the course of work. =
M
MINIMUM QUALIFICATIONS d
L
Education, Training and Experience:
Legal Secretary I: Graduation from high school or G.E.D. equivalent; and at least one year cn
of intermediate level secretarial or clerical experience in a law office.
J
Legal Secretary ll: Graduation from high school or G.E.D. equivalent; and at least two years
of advanced-level legal clerical and litigation experience, or one year of experience as a o
Legal Secretary I with the City of San Bernardino or any municipality. A
Licenses; Certificates; Special Requirements: o
None.
.2
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an o
employee to successfully perform the essential functions of this class. Reasonable o
accommodations may be made to enable individuals with disabilities to perform the essential
functions. o
M
While performing the duties of this class, employees are regularly required to sit; talk or hear, r,
both in person and by telephone; and use hands to repetitively operate, finger, handle or feel M
office equipment; and reach with hands and arms. The employee is frequently required to stand,
walk, stoop, kneel, bend, crouch and lift up to 25 pounds.
Specific vision abilities required by this job include close vision, distance vision and the ability to f4
d
adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this class. Reasonable accommodations w
may be made to enable individuals with disabilities to perform the essential functions.
An employee works under typical office conditions, and the noise level is usually quiet. w
Legal Secretary II(U)/Legal Secretary I(U)(Flex) Page 3
Packet Pg. 125