Office Support Person VI - Supervising Secretary

This position is responsible for the supervision and training of administrative support staff to assist in the efficient operation of the office, in addition to performing various clerical and administrative tasks to support the administrative needs of the District Attorney's Office and its professional staff. Specific job duties will vary based on the assignment to the particular division of the District Attorney's Office. In general, Supervising Secretaries provide training for new employees, assign and delegate work to administrative support staff, manage staff workload and review work product to maintain professional standards. In addition to the assignment of work and direct supervision of staff in the division, he/she performs administrative duties such as answering phones, maintaining calendars for professional staff and the division, preparing, processing and filing court documents, and maintaining division records and files. Depending on the needs of the specific division, the Supervising Secretary may also be required to track dispositions and other data and generate semi-annual and annual statistic reports.

*Position covered by a collective bargaining agreement.

• Specific duties to meet administrative needs of the division to which assigned as determined by the Division Chief, Assistant Chief or Chief of Staff.
• Coordinate, supervise, and assign/delegate administrative work to staff within the division.
• Maintain files and records as required by office policy and procedure.
• Ensure work assigned to administrative staff is completed in a timely manner.
• Review workload and ensure work is fairly and evenly distributed.
• Ensure Office procedures are followed and work is completed in a timely and systematic manner.
• Compile and maintain accurate monthly statistical information in a timely fashion for each attorney and generate semi-annual and annual statistical reports.
• Perform miscellaneous clerical tasks such as typing, filing, transcriptions, formatting and drafting of legal documents and correspondence, and filing of legal documents.
• Sort mail and distribute to the appropriate department.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Typing/Word Processing skills.
• Communications skills.
• Schedule flexibility.
• Information gathering skills.
• Grammar & spelling skills.
• Organizational skills.
• Knowledge of departmental structure.
• Knowledge of Office policy & procedures.
• Ability to operate office equipment.
• Knowledge of discovery rules.
• Knowledge of trial list procedures.
• Knowledge of criminal procedure rules.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; and talk and hear. The employee is occasionally required to use hands to finger, handle or feel objects, tools or controls; reach with hands or arms; and stoop, kneel, crouch or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision and depth perception.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.

The noise level in the work environment is usually moderate.