Filing Deadline: Friday, MARCH 30, 2018 at 5:00 p.m. or first 100 applications (whichever occurs first)
Applications MUST be submitted online at www.CalOpps.org
The selected candidate will be expected to assist the City Attorney with complex secretarial, legal and administrative duties. The selected candidate will participate and assist in the administration of the City Attorney’s office; prepare comprehensive reports; conduct research and analysis; maintain files; compile annual budget requests and process and recommend expenditure requests for designated accounts; handle claims by the City and against the City; prepare and file court pleadings and other legal documents; review contracts submitted for execution; and maintain confidentiality of sensitive information. He/she may also serve as Secretary to other departments (as needed) and handle special assignments for other departments. Candidates with demonstrated experience in a legal office environment are encouraged to apply.
DUTIES: Duties may include but are not limited to the following:
Perform a wide variety of complex, responsible and confidential legal clerical duties for the City Attorney in a timely and accurate manner and be able to prioritize the urgency of matters.
Act as a receptionist, screen calls and visitors, and refer inquiries as appropriate; respond to complaints and requests for information.
Assist in the administration of the City Attorney’s Office: prepare comprehensive reports; compile annual budget requests; process, track and recommend expenditure requests for designated accounts; make travel arrangement and conference reservations; and maintain and update the Law Library. Relieve the City Attorney of routine personnel, budget, payroll and purchasing duties.
Recommend organizational or procedural changes affecting clerical activities; keep up to date the City Attorney’s Office Procedures and General Department Information binder.
Prepare routine court pleadings and other legal papers and documents requiring knowledge of legal format, terminology, and procedures; calendar court dates and deadlines; handle or file pleadings and documents as directed; and proofread documents.
Maintain a log of claims against the City and handle routine correspondence and investigation of such claims in coordination with the City Attorney, City’s joint risk pool, and City departments. May serve as liaison with claimants.
Maintain a log of claims by the City against third-parties that have damaged City property and handle the processing of such claims: including investigation such as obtaining information from the Police Department and Public Works Department; and communications with the courts, insurance company and responsible parties.
Prepare routine City Council staff reports, as well as communications to other commissions, boards and committees.
Review contracts and insurance submitted by other Departments pursuant to a checklist and follow-up on missing items before submitting for City Attorney signature.
May serve as a back-up for other clerical staff as necessary, including but not limited to the City Manager and City Clerk Offices.
Research, compile, and analyze data for special projects and various reports.
Interpret City policies, rules regulations in response to inquiries and refer inquires as appropriate.
Independently respond to letters and general correspondences of a routine nature.
Coordinate meetings, with both internal and external members as required, and complete any necessary follow-up procedures.
Initiate and maintain a variety of files and records for information, such as payroll, attendance, budget, personnel files, complex litigation files, and Department files in both hard copy and electronic format including scanning of files as needed.
May serve as Secretary to a board or commission or hearing officer, preparing the agenda, assembling background materials, taking minutes of the meeting, transcribing minutes from a machine recording, or preparing draft orders.
Be an example of ethical behavior; work independently; keep sensitive information confidential; and work cooperatively with other Departments.
Perform related duties as assigned.
QUALIFICATIONS: The following are the minimum requirements for the position:
English usage, grammar, spelling punctuation.
Modern office methods, procedures and equipment and business letter writing, including but not limited to WORD, Excel, Microsoft Outlook and PowerPoint. Legistar and Springbrook or other municipal agenda and financial programs desirable. Lexis or Westlaw research skills desirable.
Organization, procedures and operating details of a municipal government.
Record keeping principles and procedures.
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Learn legal terminology and procedures, as appropriate to position. Prepare and process complex legal documents.
Communicate effectively orally and in writing with a wide variety of individuals including claimants, senior executive staff, City Council members, and outside agencies, and with social perceptiveness.
Work cooperatively with other departments, City officials and outside agencies.
Interpret and apply administrative and departmental policies.
Type accurately from clear copy at a speed of 60 net words per minute.
Operate a word processor/ computer terminal and other office machines.
Transcribe from a dictating machine at a speed necessary for adequate job performance.
Compose correspondence independently.
Compile and maintain complex and extensive records and files in accordance with public agency record keeping and retention policies.
Use initiative, resourcefulness and sound judgment within established guidelines. Analyze situations carefully and adopt effective courses of action, including prioritizing tasks and follow-up assignments with minimum direction and in a timely and calm manner.
Understand and carry out oral and written direction.
Communicate clearly and concisely, both orally and in writing; producing well-organized reports and other written material.
Have attention to detail.
Establish and maintain cooperative relationships with those contacted in the course of work.
Perform basic research.
Keep and maintain confidential information.
EXPERIENCE AND EDUCATION
Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be:
Four years of increasingly responsible clerical/ secretarial experience, including one year equivalent to that of an Administrative Secretary in the City of San Pablo. Experience in a legal setting and/or municipal setting is desirable.
Equivalent to completion of the twelfth grade, supplemented by specialized courses. Completion of a Bachelor’s Degree is desirable.
LICENSE OR CERTIFICATE
Possession and maintenance of a valid California Driver’s License. The position may require possession of, or the ability to obtain, a California commission as a Notary Public within one year of appointment.
The work requires a combination of the following physical requirements depending upon a given task, on a given day: between 3 to 8 hours of sitting and finger dexterity; up to 3 hours of standing, walking, bending, twisting turning, firm grasping, reaching forward or overhead, talking (face-to-face, verbal contact or public speaking) pinch grasping, hand-eye-foot coordination, far vision accuracy; up to 3 hours of carry, lifting or pushing/pulling less than 25 lbs.; 3 to 6 hours of near vision accuracy; up to 3 hours of conversations; up to 6 hours of telephone conversations.
The work requires a combination of the following mental requirements depending upon a given task, on a given day: abstract variables; interpreting, comprehending and following instructions; detailed, uninvolved instructions; standard problems; simple to complex- reading, writing, and math skills; clerical, synthesizing, coordinating, analyzing, computing, copying, comparing, supervising, serving, setting-up, operating-controlling; performing from simple, repetitive, tasks to varied, complex assignments; maintain work pace, influencing other people, relating to other people, evaluating; generalizing; and responsibility for direction.
Work is performed primarily indoors using a computer and other office equipment but may also include court filings, claims investigation, meetings or other off-site locations; working alone; working around or with others.
Retirement: Retirement - Public Employees' Retirement System (PERS) 2.5% @ 55 for “classic” members (employee pays 10.3% of salary); 2.0% @ 62 for new PERS members (employee pays 6.25%)
Medical Plan: Choice of CalPERS Health Plan providers
Dental Plan: Delta Dental Plan of California with orthodontia coverage for children
Dual Medical Coverage: Employees who have medical coverage through another source (e.g. spouse), will have the option to receive in cash, $500 or $350 (taxable) or to contribute the amount towards an existing Deferred Compensation Plan
Flex Benefits/ Cafeteria Plan: City Pays $450 per year
Vacation: 60 hours to 180 hours per year
Sick Leave: 72 hours per year
Life Insurance: 60,000 policy
Holidays: Paid 13 days per year
Floating Holiday: initially prorated based on the hire date; then 1 day for the following years.
Employee Assistance Program: Generous number of counseling sessions per year; available to employee and eligible family members
Educational Incentive Program: Up to $5,250 annually
Flexible work schedule: Every Friday OFF, normal hours Monday thru Thursday (7:30 AM – 6pm)
Applications will only be accepted online at www.CalOpps.org . Please click on the “Member Agency” button at the top of the page and select the City of San Pablo link. For general questions, call the Personnel Department at (510) 215-3000. Applications must be submitted to CalOpps by the date and time listed on the job announcement. Applications not submitted by the posted date and time will not be considered. The most qualified applicants will be invited to participate in the subsequent phases of the selection process. Meeting the minimum requirements of the position does not guarantee the advancement in any phase of the selection process. Final selection will be made from an eligibility list.