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HomeMy WebLinkAboutReso 54-1988RESOLUTION NO. 54-88 CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA A RESOLUTION AMENDING THE SOUTH SAN FRANCISCO EMPLOYEE CLASSIFICATION PLAN (LEGAL SECRETARIAL POSITIONS) BE IT RESOLVED by the City Council of the City of South San Francisco that the Employee Classification Plan, as amended, is further amended effective April 28, Z988 as follows: The Class Specification for Legal Secretary I is created, as set forth in Exhibit "A". This position, when filled, is to be allocated to the Management & Confidential Employee Group, at Control Point 12. e The existing position and Class Specification for Legal Secretary is revised to that of Legal Secretary II as set forth in Exhibit "B". I hereby certify that the foregoing Resolution was regularly introduced and adopted by the City Council of the City of South San Francisco at a regular meeting held on the 27th day of April , 19 88 by the following vote: AYES: Councilmembers Mark N. Addiego, Richard A. Haffey, Gus Nicolopulos, Roberta Cerri Teglia, and Jack Drago NOES: None ABSTAIN: None ABSENT: None ~'~ATTEST: City Clerk EXHIBIT A TO RESOLUTION NO. 54-88 CITY OF SOUTH SAN FRANCISCO APRIL 1988 LEGAL SECRETARY I DEFINITION Under direction and supervision, performs specialized and diversified legal secretarial functions, as assigned. DISTINGUISHING CHARACTERISTICS This is ar entry level legal secretarial position. Persons appointed to this position typically possess at least three years of responsible secretarial experience, preferably in support of a manager or professional, and have had some exposure to legal secretarial training or a working knowledge of legal, engineerirg and planning terminology, forms, and documents. A positior assigned to this class is distinguished from other secretarial classes by the high degree of confidentiality, mature judgment, initiative and assumption of responsibility which must be exercised in performing secretarial functions. A high de~ree of tact and secretarial professionalism must be implemented and maintained in assisting and dealing with City officials, departments, divisions, and other personnel, as well as private attorneys and representatives of private interest groups and businesses. A Legal Secretary I works under direction of the professional staff and a Legal Secretary II. EXAMPLE OF DUTIES Duties may include, but are not limited to, the following: (1) Types from draft, clear copy, or dictation such material as correspondence, agreements, resolutions, ordinances, permits, affidavits, briefs and other legal documents; (2) Screens incoming mail, telephone calls, visitors and claimants, directing them to appropriate official, or may provide necessary response or informatio~ without giving legal advice; (3) Maintains calendars and schedules for attorneys; makes arrangements for appointments, meetings, conferences and court dates and does follow-up for coordination; (4) Maintains law libnary; (5) Prepares indexes and maintains records, and files (including confidential files); (6) Prepares payroll, expense statements, purchase orders and other related fiscal documents; (7) Operates a wide variety of office equipment and business machines, including, but not limited to, word processor, typewriter, dictation ~ranscriber, calculator, photocopy machine, microfiche reader/printer, personal computer, etc.; (8) Performs related duties as assigned; (9) As a con- fidential employee, keeps all information acquired through this position in strictest confidence and refrains totally from discussions of office business except as required by employment. Legal Secretary I QUALIFICA-IONS Knowledge of: City government and legal operations, functions and procedures; Principles and practices of modern office procedures, records retention systems, and equipment such as word processors and personal computers; Proper business English, spelling, punctuation, grammar and vocabulary; Basic mathematics; Professional office protocol to be exercised in dealing with City officials, attorneys and the general public; Legal, engineering and planning terminology, forms and documents is cesirable; Short~and is desirable. Ability t~: Understand and carry out oral and written directions; Work with accuracy and thoroughness under stress; Maintain confidentiality and exercise mature judgment and tact in cealing with controversial or sensitive situations; Establish and maintain a professional office atmosphere, good working relationship and communication with those contacted in the course of work; Type accurately at a speed of no less than 65 words per minute. EDUCATION Graduation from High School or its equivalent, preferably including or supplemented by courses in typing, shorthand and office practices and procedures. Successful completion of one year of either business college or paralegal training may be substituted for one year of the required experience. EXPERIENCE Three (3) years of increasingly responsible secretarial experience, providing support to a manager or professional. EXHIBIT B TO RESOLUTION NO. 54-88 CITY OF SOUTH SAN FRANCISCO APRIL 1988 LEGAL SECRETARY II DEFINITION Under general or limited direction and supervision, performs and may be required to supervise a variety of difficult, complex and responsible legal secretarial functions, as assigned. DISTINGUISHING CHARACTERISTICS A positior assigned to this class is distinguished from other secretarial classes by the high degree of confidentiality, mature judgment, initiative and assumption of responsibility which must be exercised in performing secretarial and adminis- trative detail functions, all of which require technical knowledge of legal termi- nology, fcrms and documents, working knowledge of engineering and planning termi- nology an¢ practical knowledge of legal and City government operations and pro- cedures. A high degree of tact and secretarial professionalism must be imple- mented and maintained in assisting and dealing with City officials, departments, divisions, and other personnel, as well as private attorneys and representatives of private interest groups and businesses. A Legal Secretary II works under direction of the City Attorney and assists with supervision and training of a Legal Secretary I. EXAMPLE OF DUTIES Duties may include, but are not limited to, the following: (1) Types from own composition or from draft, clear copy, or dictation such material as correspondence, agreements, resolutions, ordinances, permits, affidavits, briefs and other legal documents; (2) Screens incoming mail, telephone calls, visitors and claimants, directing them to appropriate official, or may provide necessary response or information without giving legal advice; (3) Maintains calendars and schedules for City A~torney and Staff; makes arrangements for appointments, meetings, confer- ences and court dates and does follow-up for coordination; (4) Assures that court documents are properly assembled and filed in accordance with applicable rules of court, including but not limited to, rules regarding format, service of process, filing times, and telephonic follow-up on Law and Motion matters as required by local rules; (5) Maintains law library, records, and files (including confidential files); (6) Independently, or with limited instruction and supervision, gathers, assembles and prepares formats and background information for special projects (including, but not limited to, budget, claims and litigation reports to Council, etc.); (7) Prepares payroll, expense statements, purchase orders and other related fiscal documents; (8) Operates a wide variety of office equipment and business machines, "ncluding, but not limited to, word processor, typewriter, dictation transcriber, calculator, photocopy machine, microfiche reader/printer, personal computer, etc.; (9) Performs related duties as assigned; (10) As a confidential employee, keeps all information acquired through this position in strictest confidence and refrains totally from discussions of office business except as required by employment. LEGAL SECF:ETARY II QUALIFICA-IONS Knowledge of: City government and legal operations, functions and procedures; Principles and practices of modern office procedures, records retention systems, and equipment such as word processors and personal computers; Legal, engineering and planning terminology, forms and documents; Proper business English, spelling, punctuation, grammar and vocabulary; Basic mathematics; Professional office protocol to be exercised in dealing with City officials, attorneys and the general public. ShortYand is desirable. Ability to: Understand and carry out oral and written directions; Work with accuracy and thoroughness under stress; Maintain confidentiality and exercise mature judgment and tact in cealing with controversial or sensitive situations; Initiate and conduct effective and efficient interviews and research for background material preparation and presentation; Independently perform difficult and responsible clerical work including comprehending, securing and disseminating information; Establish and maintain a professional office atmosphere, good working relationship and communication with those contacted in the course of work; Type accurately at a speed of no less than 65 words per minute. EDUCATION Graduation from High School or its equivalent, preferably including or supplemented by courses in typing, shorthand and office practices and procedures. Successful completion of one year of either business college or paralegal training may be substituted for one year of the required experience. EXPERIENCE Five (5) years of increasingly responsible secretarial experience, three of which should have been legal secretarial experience.