Career Opportunity

Legal Secretary II - Workers Compensation Team - City Attorney's Office (1460)

Recruitment: RTF0129715-01153457

Published: January 18, 2023

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About:

Application Opening: January 18, 2023

Application Closing: Continuous, earliest close 5:00 p.m. February 2, 2023

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

Recruitment ID: 129716-0129715-01153457

About the Office: The San Francisco City Attorney’s Office is an innovative, nationally-recognized municipal law office working to protect and advance the rights and interests of the City and County of San Francisco and its residents.  With just over 300 talented, dedicated, and diverse employees, the Office provides exceptional legal services to the City’s Mayor, Board of Supervisors, officials, and departments.  Our work empowers City leaders with effective, responsive and creative legal solutions and representation so they can deliver critical public services and our affirmative advocacy enhances the lives and wellbeing of San Francisco’s residents and visitors.

The Office recognizes that diversity in the backgrounds, ideas and lived experiences of our employees enriches our workplace and enhances our work.  We aspire to recruit, employ, retain and promote capable individuals representing the full spectrum of our community, and welcome all candidates, including candidates of any race, religion, national origin, gender, gender identity or expression, sexual orientation, age and candidates with disabilities.  We have a clear vision: to be the place where a diverse mix of talented people want to come and stay, and where employees feel welcomed, engaged and valued for their work and contributions to the Office and the City.

To learn more about the City Attorney’s Office please visit: https://www.sfcityattorney.org/

To learn more about the Office’s efforts to provide a welcoming, diverse, equitable and inclusive workplace please click here.

Role description

This is position is funded under Category 16

Temporary Exempt position (TEX) in Category 16, limited to no more than 1,040 hours of work in a fiscal year. This temporary position is excluded by the Charter from the competitive Civil Service examination process, is considered "at will" and shall serve at the discretion of the Department Head.

Under supervision, the Legal Secretary II provides legal secretarial and administrative services of an extremely difficult and confidential nature for the City Attorney’s Office.

Essential functions include:

• Preparing, proofreading, and editing a wide variety of legal documents in proper format such as briefs, correspondence, subpoenas, Reconsiderationss, Writs, Points of Authorities, judicial council forms, and contracts utilizing multiple word processing systems
• Completing audits and training of the Workers' Compensation Appeals Board (WCAB) e-filing process
• Is the main point of contact for the WCAB e-filing system called Filenet
• Ensures proper use of Filenet by staff so the office maintains unrestricted access
• Abstracting information from various sources and putting general information info proper legal form
• Responsible for ensuring legal clerical work in assigned area is completed by deadlines
• Serves as a resource person and may provide training for secretarial and clerical personnel
• Plan, assign, coordinate, and review the work of a small group of legal secretaries
• Opens, maintains, monitors, and closes legal case files
• Maintains correspondence and record files
• Maintains attorney calendars and master calendar for team
• Keeps abreast of important court dates, meetings, hearings, and files legal documents with courts and other government entities as mandated
• Assists callers by providing information and exercises considerable judgement and discretion in dealing with confidential matters
• Performs research on courts’ websites and other government websites regarding court cases and legal filings
• Performs related duties as required

How to qualify

MINIMUM QUALIFICATIONS

Experience:

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

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.

DESIRABLE QUALIFICATIONS

• Proficiency in efiling and understanding of Electronic Adjudication Management System (EAMS)
• Familiarity and ability to complete state mandated WCAB forms and pleadings.
• Ability to work in WCAB-DIR system for managing team calendar and cross-checking WCAB court calendar for City cases with hearings.
• Ability to train existing support staff on issues specific to WC in general.

All Minimum Qualifications for examinations should reflect the job classification specifications. Link to Classification and Compensation database is here:  https://sfdhr.org/classification-compensation-database.

One year of full-time employment is equivalent to 2000 hours. (2000 hours of qualifying work experience is based on a 40-hour work week.) Any overtime hours that you work above forty (40) hours per week are not included in the calculation to determine full-time employment.

Verification

“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 https://sfdhr.org/how-verify-education-requirements”

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

The selection process will include evaluation of applications in relation to minimum requirements. Applicants meeting the minimum qualifications are not guaranteed advancement to the interview. Depending on the number of applicants, the Department may establish and implement additional screening mechanisms to comparatively evaluate the qualifications of candidates. If this becomes necessary, only those applicants whose qualifications most closely meet the needs of the Department will be invited to participate in the oral/performance interview. 

What else should I know?

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
• 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.sf.gov/ and begin the application process.

• Select the “Apply Now” button and follow instructions on the screen

Official Public Health Order -Shelter in Place: In line with the Official Public Health Order to slow the spread of COVID-19, “shelter-in-place” has been issued for all San Francisco residents that is expected to be in effect until further notice. As a result, Department of Human Resources (DHR)’s office (located at 1 South Van Ness Avenue, 4th Floor, San Francisco, CA 94103) is currently closed to the general public. If you have any questions, please feel free to email the Exam Analyst listed at the end of this job ad.

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 send your inquires to Nikki Chew, Sr. HR Analyst at nikki.chew@sfcityatty.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.