Career Opportunity

1460-Legal Secretary II -Department of Disability and Aging Services (DAS) Human Services Agency (HSA) (1460) (126657)

Recruitment: RTF0126653-01118542

Published: December 06, 2022

Apply using SmartRecruiters, the City and County of San Francisco's application portal.

About:

 This is a Position Based Test conducted in accordance with CSC Rule 111A.

Application Opening: December 6, 2022

Application Deadline: December 19, 2022

Compensation: $92,144 - $111,982 Annually

Classification Specification: 1460-Legal Secretary II | City and County of San Francisco (sf.gov)

List ID:  PBT-1460-126657; RTF 01118542

At the San Francisco Human Services Agency, we believe in a San Francisco where everyone has the opportunity and support to achieve their full potential.  We are comprised of the Department of Benefits and Family Support, and the Department of Disability and Aging Services, and are united by our commitment to deliver essential services that support and protect people, families, and communities.

From financial, nutritional and employment support to child and adult protective services, health care coverage, affordable childcare, and in-home services for older adults and persons with disabilities, our team lends support for all in need.

Our Commitment to Racial Equity

As we work towards our vision of an inclusive San Francisco, we embrace our responsibility to root out systemic racism by creating services and a workforce which reflect the lived experiences and strengths of the people we serve. We are committed to fostering a work environment where our differences are celebrated and everyone has what they need to thrive--no matter their race, age, ability, gender, sexual orientation, ethnicity, or country of origin. Click here to learn more about what this commitment looks like in action.

Role description

Under general supervision, provides legal secretarial and administrative services of an extremely difficult, responsible and confidential nature for an attorney's office; may supervise a small group of legal secretaries or serve as a lead worker; and performs related duties as required.

Essential Duties and Functions

According to Civil Service Commission Rule 109, the duties specified below are representative of the range of duties assigned to this job class and are not intended to be an inclusive list; may include additional duties as assigned.

1. Utilizes multiple word processing systems and platforms to prepare and edit a wide variety of legal documents in proper format including petitions, inventories and appraisals, accountings and orders for probate conservatorships and decedent’s estates.

2. Abstracts information from various sources and puts general information into proper legal form.

3. Assures that legal clerical work in assigned area is completed by deadlines; serves as resource person and may provide training for support staff personnel.

4. May supervise, plan, assign, coordinate and review the work of a small staff of clerks or legal secretaries.

5. Opens, maintains, monitors and closes legal case files; maintains correspondence and records in various software systems.

6. Maintains attorney appointment calendars; keeps abreast of important court hearing dates, ticklers and files legal documents with courts as mandated.

7. Scans and saves court filed documents on server per unit’s internal processes and keeps legal files current.

8. Maintains subscriptions to legal texts, legal practice guides and legal forms software, including billing. Provides attorneys with updates to local rules.

9. Screens office and telephone calls; personally assists callers by providing information when possible and exercises considerable judgment and discretion in dealing with confidential matters. Ensures that complaints are responded to in an appropriate and timely manner.

How to qualify

Experience:

1.  Three (3) years of verifiable experience as a legal secretary transcribing dictation and typing legal documents including petitions, motions, briefs, complaints and other legal forms; AND

2.  Ability to type 55 net WPM

Substitution:

A certificate of completion in legal secretarial skills from a recognized college, university, or training program, which involved learning legal terminology and legal formats and forms, may substitute for six (6) months of the required legal secretarial experience. Proof of satisfactory completion must be submitted at the time of filing.

Applicants must meet the minimum qualification requirement by the final filing date unless otherwise noted.

 Verification of Experience and/or Education

Applicants may be required to submit verification of qualifying education and experience at any point during the recruitment and selection process. If education verification is required, information on how to verify education requirements, including verifying foreign education credits or degree equivalency, can be found at http://sfdhr.org/index.aspx?page=456

Note: Falsifying one’s education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City and County of San Francisco.

All work experience, education, training and other information substantiating how you meet the minimum qualifications must be included on your application by the filing deadline. Information submitted after the filing deadline will not be considered in determining whether you meet the minimum qualifications.

Resumes will not be accepted in lieu of a completed City and County of San Francisco application.

Applications completed improperly may be cause for ineligibility, disqualification or may lead to lower scores.

SELECTION PROCEDURES

Supplemental Questionnaire Evaluation Exam (Weight=100%)

Candidates MUST achieve a passing score on the supplemental questionnaire evaluation exam in order to move forward in the Selection process.  Candidate scores from the supplemental questionnaire evaluation exam will be used to determine final score and rank on the eligible list/score report.

The Supplemental Questionnaire Evaluation Exam is designed to measure and evaluate your experience including the knowledge, skills and abilities that you possess in job related areas identified as critical for successful performance for this position (s) in class 1460 Legal Secretary II. It is important that the information provided in the Supplemental Questionnaire Evaluation be accurate and complete. All relevant experience, education and/or training must be in the application in order to reviewed in the rating process.

A passing score must be achieved on the Supplemental Questionnaire Evaluation examination in order to continue in the selection process.

After application submission, candidates deemed qualified must complete all subsequent steps to advance in this selection process, which includes the following:

Minimum Qualification Supplemental Questionnaire (MQSQ)

Candidates will be required to complete a MQSQ as part of the employment application. This MQSQ is designed to obtain specific information regarding an applicant's experience in relation to the Minimum Qualifications (MQ) for this position. The MQSQ will be used to evaluate if the applicant possesses the required minimum qualifications.”

What else should I know?

Eligible List/Score Report

A confidential eligible list of applicant names that have passed the civil service examination process will be created, and used for certification purposes only. An examination score report will be established, so applicants can view the ranks, final scores and number of eligible candidates. Applicant information, including names of applicants on the eligible list, shall not be made public unless required by law. However, an eligible list shall be made available for public inspection, upon request, once the eligible list is exhausted or expired and referrals resolved. The eligible list/score report resulting from this civil service examination process is subject to change after adoption (e.g., as a result of appeals), as directed by the Human Resources Director or the Civil Service Commission.

The duration of the eligible list resulting from this examination process will be of 12 months, and may be extended with the approval of the Human Resources Director.

To find Departments which use this classification, please see https://sfdhr.org/sites/default/files/documents/Forms-Documents/Position-Counts-by-Job-Codes-and-Department-FY-2021-22.pdf

Terms of Announcement and Appeal Rights

Applicants must be guided solely by the provisions of this announcement, including requirements, time periods and other particulars, except when superseded by federal, state or local laws, rules or regulations. Clerical errors may be corrected by the posting the correction on the Department of Human Resources website at: https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/.

The terms of this announcement may be appealed under Civil Service Rule 111A.35.1. The standard for the review of such appeals is ‘abuse of discretion’ or ‘no rational basis’ for establishing the position description, the minimum qualifications and/or the certification rule. Appeals must include a written statement of the item(s) being contested and the specific reason(s) why the cited item(s) constitute(s) abuse of discretion by the Human Resources Director. Appeals must be submitted directly to the Executive Officer of the Civil Service Commission within five business days of the announcement issuance date.

Additional Information Regarding Employment with the City and County of San Francisco

• Information About The Hiring Process
• Conviction History
• Employee Benefits Overview  
• Equal Employment Opportunity 
• Disaster Service Worker
• ADA Accommodation
• Veterans Preference
• Seniority Credit
• Right to Work
• Copies of Application Documents
• Diversity Statement

How to Apply

Applications for City and County of San Francisco jobs are only accepted through an online process.

Visit: https://careers.smartrecruiters.com/CityAndCountyOfSanFrancisco1/ and begin the application process.

• Select the “I’m Interested” button and follow instructions on the screen 

Applicants may be contacted by email about this recruitment and, therefore, it is their responsibility to ensure that their registered email address is accurate and kept up-to-date. Also, applicants must ensure that email from CCSF is not blocked on their computer by a spam filter. To prevent blocking, applicants should set up their email to accept CCSF mail from the following addresses (@sfgov.org, @sfdpw.org, @sfport.com, @flysfo.com, @sfwater.org, @sfdph.org, @asianart.org, @sfmta.com, @sfpl.org, @dcyf.org, @first5sf.org, @famsf.org, @ccsf.edu, @smartalerts.info, and @smartrecruiters.com).

Applicants will receive a confirmation email that their online application has been received in response to every announcement for which they file. Applicants should retain this confirmation email for their records. Failure to receive this email means that the online application was not submitted or received.

If you have any questions regarding this recruitment or application process, please contact the exam analyst, Carmen K. Lewis, by telephone at (415) 557-5241 or by email at carmen.lewis@sfgov.org. 

CONDITION OF EMPLOYMENT:  All City and County of San Francisco employees are required to be fully vaccinated against COVID-19 as a condition of employment. Someone is fully vaccinated when 14 days have passed since they received the final dose of a two-shot vaccine or a dose of a one-shot vaccine. Any new hire must present proof of full vaccination status to be appointed. Any new hire who will be routinely assigned or occasionally enter High-Risk Settings, must provide proof of having received a COVID-19 booster vaccine by March 1, 2022, or once eligible.

The City and County of San Francisco encourages women, minorities and persons with disabilities to apply. Applicants will be considered regardless of their sex, race, age, religion, color, national origin, ancestry, physical disability, mental disability, medical condition (associated with cancer, a history of cancer, or genetic characteristics), HIV/AIDS status, genetic information, marital status, sexual orientation, gender, gender identity, gender expression, military and veteran status, or other protected category under the law.