Senior Legal Processor - Promotional

County-of-Sonoma-; Santa Rosa (CA); Sur place; USD 65 000 - 90 000; Plein temps

Résumé du poste

County of Sonoma seeks a Senior Legal Processor in the Human Services Department to handle the processing, filing, and distribution of court-related documents and notices. You will manage multiple priority items, coordinate with courts, attorneys, and department staff, and ensure timely updates and accurate record keeping.

The role requires experience with legal documents, strong communication, and the ability to work independently in a fast-paced environment.

Qualifications

• Experience handling legal documents in a law office, court, or similar setting.
• Ability to manage multiple priorities with tight deadlines.
• Comfort with sensitive materials and maintaining confidentiality.

Responsabilités

• Process, file, and distribute legal documents to courts, attorneys, and others.
• Provide status updates on documents to department personnel and attorneys.
• Answer questions about department services and operations.
• Import documents and enter data into a central database.
• E-file memos and orders and distribute signed orders.
• Notices for hearings and related filings.

Connaissances

Communication

Detail-oriented

Multitasking

Independent working

Customer service

Professional demeanor

Outils

Word

Excel

Outlook

Adobe Acrobat

Google Sheets

Teams

Description du poste

The Human Services Department's (HSD) Family, Youth, and Children Division has requested a department promotional certification to fill a full-time Senior Legal Processor position. Only qualified permanent and/or probationary Human Services Department employees on the eligible list may be eligible for referral to the department for the advertised positions. This employment list may also be used to fill future full-time positions as they occur during the active status of the list.

The Family, Youth, and Children Division Senior Legal Processor will perform highly specialized work related to the processing, filing, and distribution of a variety of legal documents (including court reports, court orders, and petitions) to courts, attorneys, and other parties. They will provide status updates regarding legal documents to department personnel, courts, and attorneys, as well as manage and maintain department case files and notice parties for upcoming hearings. This Senior Legal Processor will be tasked with managing multiple competing and fast-moving priorities while also adhering to strict deadlines. They will coordinate work with others in the legal system and answer a variety of questions regarding department services and operations. Additional responsibilities include:

• Utilizing independent judgment to select and apply specific processes and procedures, and time limitations to various work situations
• Formatting detailed forms and documents for court
• Distributing time sensitive documents and forms to all parties involved in a case
• Importing documents and entering data into a central database
• E-filing memos and orders, and distributing signed orders upon receipt
• Distributing and filing original petition and detention reports for next day hearings
• Noticing parties for hearings (including complicated adoption hearings)
• Answering questions regarding the work coming to/through the unit

The ideal candidate will possess many of the following:

• Knowledge of the child welfare system and case management system
• The ability to deal with sensitive materials and subject matter, including images of children who have been abused, neglected, or abandoned
• Flexibility, patience, and the ability to provide a high level of customer service
• The ability to engage others in working together towards a common goal
• Experience handling legal documents in the course of daily work
• Strong communication skills with the ability to build relationships and interact with a diverse customer base
• The ability to work independently as well as part of a team
• Strong attention to detail
• The ability to work in a fast-paced environment juggling various deadlines and priorities
• Experience using Word, Excel, Outlook, Adobe Acrobat, Google Sheets, and Teams

Experience and Education

Any combination of education and work experience which would provide an opportunity to acquire the knowledge and abilities listed herein. Normally, two years of work experience in a law office, law enforcement office, or court environment processing legal documents would provide this opportunity.

License

Possession of a valid driver's license at the appropriate level including special endorsements, as required by the State of California, may be required depending upon assignment to perform the essential job functions of the position.

The position advertised in this announcement does not require possession of a valid California Driver’s License.

Special Skill Requirement

The ability to type at a corrected speed of 45 words per minute may be required for some assignments.

Background Requirements

Applicants for some assignments must successfully complete a thorough background investigation conducted by the Sheriff’s Office.

Considerable knowledge of

the purpose and processing of a diversity of court, law enforcement, and legal documents, forms, and records; the operations, procedures and jurisdictions of the court or department of assignment; the record and computer systems of the Courts and the department of assignment; basic arithmetic, English grammar, vocabulary, spelling, punctuation, and composition; the technical resource materials and information sources applicable to the area of assignment; court related statutes, laws, ordinances and procedures and their applicability to the department of assignment.

Some knowledge of

effective supervision; techniques and methods of training employees in work procedures.

Ability to

prepare and process a variety of complex legal documents; maintain complex legal records, assemble materials and prepare reports; locate, identify and correct technical inaccuracies; work independently in performing assignment and in resolving problems and deviations; assist in the planning and coordination of the work in the assigned unit; understand, interpret, explain, and apply specific statues, codes, laws, regulations, and procedures train employees; use independent initiative and discretion in organizing work and carrying out instructions within a structured environment; establish and maintain cooperative and harmonious relationships with judges, attorneys, litigants, other employees, and the general public; independently research and prepare correspondence in answer to inquiries about department records, programs, services, procedures, and regulations; make accurate arithmetic calculations; operate a variety of office equipment.

The County of Sonoma values diversity and is dedicated to creating a workplace environment that provides individuals with a sense of belonging. We are committed to having a diverse workforce that is representative of the communities we serve. The County is proud to be an Equal Opportunity Employer where all aspects of employment are based on merit, competence, performance, and business need.

Job Classification Screening Schedule

The selection procedure will consist of the following examination: An Application and Supplemental Questionnaire Appraisal Examination (weight 100%) will be conducted to evaluate each applicant's application and supplemental questionnaire for satisfaction of minimum qualifications (pass/not pass); and for educational coursework, training, experience, knowledge, and abilities which relate to this position. Personally identifiable information (PII) is removed from the standard application fields and applicable attachments. This PII blind screening practice redacts a candidate’s personal information that could potentially influence or bias the scoring process. Personal information includes the applicant’s name, former last name, address, phone number, email, driver's license number, school name, education start and end dates, age, date of birth, gender, and race. This PII blind screening practice helps contribute to a fair and equitable examination process.

Each applicant will be evaluated based on the following criteria:

• Relevance of work history, related experience, and achieved level of education and/or training as described in the application and responses to the supplemental questions.

Candidates demonstrating possession of the minimum qualifications will be placed on an employment list in order of most qualified to least qualified based based on the achieved score received in the Application and Supplemental Questionnaire Appraisal Examination which evaluates the education, training, experience, skills, knowledge, abilities, and other qualifications that you demonstrate in your application and/or response to the supplemental questionnaire. Please be aware that resumes and cover letters are not typically evaluated in the Application and Supplemental Questionnaire Appraisal Examination. Scores may be adjusted based on such factors as the number of candidates, anticipated vacancies, past practice, and natural breaks in the scores achieved by this group of candidates.

A background investigation is required prior to employment. Candidates referred to departments for a selection interview are typically required to sign authorization and release forms enabling such an investigation. Failure to sign prescribed forms will result in the candidate not being considered further for that vacancy. Reference information will not be made available to candidates. Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter. You may also review the Job Classification Screening Schedule to determine the requirements for this position.