{"id":3374,"date":"2019-06-14T15:12:03","date_gmt":"2019-06-14T15:12:03","guid":{"rendered":"http:\/\/cdcr-migration.10upmanaged.com\/careers\/?p=3374"},"modified":"2020-05-05T15:54:58","modified_gmt":"2020-05-05T22:54:58","slug":"job-analysis-senior-legal-typist","status":"publish","type":"post","link":"https:\/\/www.cdcr.ca.gov\/careers\/2019\/06\/14\/job-analysis-senior-legal-typist\/","title":{"rendered":"JOB ANALYSIS: SENIOR LEGAL TYPIST"},"content":{"rendered":"\n

BACKGROUND INFORMATION<\/strong><\/h2>\n\n\n\n

Date of Study: <\/strong>January 8, 2013<\/p>\n\n\n\n

Collective Bargaining\nIdentification: <\/strong>R04<\/p>\n\n\n\n

Job Analysis Conducted By:<\/strong>\nJulie Amaro, Associate Personnel Analyst, Office\nof Workforce Planning<\/p>\n\n\n\n

Number of Incumbents: <\/strong>There are 2 incumbents in this classification per the\nState Controller\u2019s Office Filled\/Vacant Position Report dated August 27, 2013.<\/p>\n\n\n\n

Names of Subject Matter Expert(s) and their background: <\/strong><\/p>\n\n\n\n

Karen Fitzgerald, Staff Services Manager I, Office of Legal Affairs <\/strong><\/p>\n\n\n\n

Ms. Fitzgerald is a Staff\nServices Manager I in the Office of Legal Affairs and currently supervises a\nSenior Legal Typist. She has been with the department for approximately 18\nyears. <\/p>\n\n\n\n

Ariana Garcia, Staff Services Manager I, Office of Legal Affairs<\/strong><\/p>\n\n\n\n

 Ms. Garcia is a Staff Services Manager I in\nthe Office of Legal Affairs and currently supervises clerical staff. She has\nbeen with the department for approximately nine years. <\/p>\n\n\n\n

Karilyn Ahyun, Legal Secretary, Office of Legal Affairs <\/strong><\/p>\n\n\n\n

Ms. Ahyun is currently a Legal\nSecretary in the Office of Legal Affairs and previously worked as a Senior\nLegal Typist. She has been with the department for approximately three years.<\/p>\n\n\n\n

EDITED TASK LISTING<\/strong><\/h2>\n\n\n\n

NOTE:\nEach position within this classification may perform some or all of these\ntasks.<\/em><\/strong><\/p>\n\n\n\n

Task Statements:<\/em><\/strong><\/h3>\n\n\n\n

1.\n Type and format legal pleadings and less\ncomplex documents in order to respond to litigation in multiple jurisdictions\nincluding State, Federal, and Appellate Courts, Office of Administrative\nHearings (OAH) or State Personnel Board (SPB) utilizing computers, various\nsoftware, secretarial reference handbooks, etc., as directed by attorneys\nand\/or managerial staff. <\/p>\n\n\n\n

2.\n Proofread all work products for\nspelling, grammar, punctuation, proper legal citations, and proper formatting\nutilizing a computer and various software on a daily basis. <\/p>\n\n\n\n

3.\n File legal documents with various\ncourts, OAH and SPB to meet legal timeframes and requirements for the\nDepartment utilizing a computer, fax machine, personal service or mail as directed\nby attorneys and\/or managerial staff. <\/p>\n\n\n\n

4.\n Serve legal documents with various\ncourts, administrative agencies and named parties to meet legal timeframes and\nrequirements utilizing a computer, fax, personal service, or mail as directed\nby attorneys and\/or managerial staff. <\/p>\n\n\n\n

5.\n Coordinate court related matters\n(petitions, court filings, change of venue, reschedule hearings, etc.) in\ncompliance with the California Rules of Court or administrative proceedings\nutilizing fax, phone, computer software, and other legal resources as directed\nby attorneys and managerial staff. <\/p>\n\n\n\n

6.\n Schedule court related matters\n(petitions, court filings, change of venue, reschedule hearings, etc.) in\ncompliance with the California Rules of Court or administrative proceedings utilizing\nfax, phone, and computer software as directed by attorneys and managerial\nstaff. <\/p>\n\n\n\n

7.\n Perform general secretarial work to\nprovide support services to attorneys utilizing various office equipment and\ncomputer software as directed by attorneys and managerial staff. <\/p>\n\n\n\n

8.\n Coordinate availability of all parties,\nfacilities and equipment necessary to schedule meetings for attorneys and\/or\nmanagerial staff utilizing telephone, email, automated calendar system,\ntelevision, etc. as directed by attorneys and managerial staff. <\/p>\n\n\n\n

9.\n Schedule meetings for attorneys and\/or\nmanagerial staff to conduct interviews, depositions, conference calls, staff\nmeetings, audio and\/or video conferences utilizing telephone, email, automated\ncalendar system, television, etc. as directed by attorneys and managerial\nstaff. <\/p>\n\n\n\n

10.\n Place calls to clients, opposing\ncounsel, plaintiffs, courts, etc to obtain necessary information utilizing the\ntelephone as needed. <\/p>\n\n\n\n

11.\n Screen incoming calls to determine the\nnecessary course of action to be taken utilizing the telephone on a daily\nbasis. <\/p>\n\n\n\n

12.\n Direct incoming calls to the appropriate\nstaff member to provide customer service utilizing the telephone on a daily\nbasis. <\/p>\n\n\n\n

13.\n Maintain attorney\u2019s calendar to assist\nthe attorneys and managerial staff by providing a visual record of the\nattorney\u2019s hearings, vacations, private meetings, interviews, etc. utilizing an\nautomated calendaring system as directed by attorneys and managerial staff. <\/p>\n\n\n\n

14.\n Read incoming e-mails to ascertain the\nassignments and office instructions to complete daily tasks utilizing the\ncomputer on a daily basis. <\/p>\n\n\n\n

15.\n Respond to incoming e-mails to\nacknowledge contents of information contained in the e-mail utilizing a\ncomputer on a daily basis. <\/p>\n\n\n\n

16.\n Prepare the meeting facility and\nmaterials for attorneys and\/or managerial staff in order to ensure a prompt and\norganized meeting utilizing the computer, copier, teleconference phone as\ndirected by attorneys and managerial staff. <\/p>\n\n\n\n

17.\n Open and date stamp incoming mail to\nverify the date received in office utilizing a letter opener and date stamp on\na daily basis. <\/p>\n\n\n\n

18.\n Research incoming mail to identify the\nproper attorney assigned to the case, manager, or other departmental staff\nutilizing the computer, employee roster, spreadsheets, and legal software on a\ndaily basis. <\/p>\n\n\n\n

19.\n Scan incoming mail into the designated\nelectronic file to preserve the document utilizing legal software, computer,\nand scanner on a daily basis. <\/p>\n\n\n\n

20.\n Distribute incoming mail to appropriate\nstaff for review utilizing a manual process on a daily basis. <\/p>\n\n\n\n

21.\n Log incoming mail to track distribution\nof documents utilizing computer spreadsheet on a daily basis. <\/p>\n\n\n\n

22.\n Transcribe hearings, interviews and\ngeneral correspondence for attorneys to produce a hard copy of material\nutilizing a computer, transcription software, typewriter, dictionary,\nsecretarial handbook, forms, and templates as directed by attorneys and\nmanagerial staff. <\/p>\n\n\n\n

23.\n Schedule maintenance of office equipment\nto ensure proper functioning utilizing the telephone, email, phone book, and\nprescribed office procedures as necessary. <\/p>\n\n\n\n

24.\n Compose written documents to opposing\ncounsel, clients, courts, and departmental agencies to transmit the attorney\u2019s\nrequest and\/or response on a given issue utilizing a computer, email,\nsecretarial handbooks, dictionary as directed by the attorneys and\/or\nmanagerial staff. <\/p>\n\n\n\n

25.\n Gather and arrange documents for the\nattorneys to review and determine what is needed for litigation, utilizing a\nphotocopier, a computer, file folders, binders, reproduction services, Bates\nstamp, etc., as directed by attorney and\/or managerial staff. <\/p>\n\n\n\n

26.\n Prepare travel arrangements for\nattorneys and managerial staff to produce itineraries for trips utilizing a\ncomputer, email, automated calendaring system, fax machine, automated travel\nportals, and telephones as directed by attorneys and\/or managerial staff. <\/p>\n\n\n\n

27.\n Prepare travel expense claims for\nattorneys and managerial staff to obtain reimbursement for out of pocket\nexpenses utilizing a computer as directed. <\/p>\n\n\n\n

28.\n Travel to various locations to pick\nup\/deliver documents, tapes, compact disks, and equipment utilizing personal\nvehicle, public transportation, airlines, train, and rental car as directed by\nattorneys and\/or managerial staff.<\/p>\n\n\n\n

29.\n Attend various meetings to discuss\noffice procedures, information and training utilizing personal vehicle, public\ntransportation, airlines, train, and rental car as mandated. <\/p>\n\n\n\n

30.\n Maintain office supplies to ensure\navailability for staff utilizing a computer, email, and fax machine as directed\nby attorneys and\/or managerial staff. <\/p>\n\n\n\n

31. \u00a0Perform mathematical computations in order to calculate dates and court mandated timelines, compute travel advances, and travel claims utilizing a computer and calculator as necessary. <\/p>\n\n\n\n

32.\n Create electronic and physical files to\ndocument and track all events relative to a specific case utilizing a computer,\nlegal software, and office supplies in accordance with office procedure. <\/p>\n\n\n\n

33.\n Close electronic and physical files to\npreserve documents related to a specific case utilizing a computer and legal\nsoftware in accordance with office procedures. <\/p>\n\n\n\n

34.\n Maintain physical files in accordance\nwith State Administrative Manual (SAM) and Departmental Operations Manual (DOM)\nto preserve case documentation utilizing physical labor as directed. <\/p>\n\n\n\n

35.\n Purge physical files to create shelving\nspace for future files utilizing physical labor in accordance with SAM and DOM.\n<\/p>\n\n\n\n

36.\n Archive physical files by scanning\ndocuments in order to produce a permanent record utilizing a computer, legal\nsoftware, and office supplies as directed by attorneys and\/or managerial staff.<\/p>\n\n\n\n

Tasks\nhighlighted in bold text are not currently on the SPB classification\nspecification<\/em><\/p>\n\n\n\n

EDITED KSAPC LISTING<\/strong><\/h2>\n\n\n\n

NOTE: Each position within this classification may perform\nsome or all of these KSAPCs.<\/em><\/strong><\/p>\n\n\n\n

Knowledge of:<\/em><\/strong><\/h3>\n\n\n\n

K1.\n Basic knowledge of technical legal\nterms, various legal forms, and documents in order to complete statewide court\nmandated guidelines. <\/p>\n\n\n\n

K2.\n Comprehensive knowledge of modern office\nprocedures, computer software and office equipment in order to complete work\nassignments. <\/p>\n\n\n\n

K3.\n Comprehensive knowledge of business\nEnglish and correspondence in order to proofread and effectively communicate\nwith staff and others. <\/p>\n\n\n\n

K4.\n Basic\nknowledge of the judicial process, department and legal procedures and\npractices and multiple\/specialized areas of law to ensure that the proper\ndocuments are timely filed with the courts and\/or administrative agencies and\nthat court mandates are met.<\/strong> <\/p>\n\n\n\n

K5.\n Comprehensive\nknowledge of proper format of State and Federal citations to ensure documents\nmeet court mandated guidelines.<\/strong> <\/p>\n\n\n\n

K6.\n Basic\nknowledge of legal resources from traditional library references and software\napplications to complete work assignments.<\/strong> <\/p>\n\n\n\n

K7.\n Basic\nknowledge of filing and serving legal pleadings in multiple jurisdictions,\nincluding State, Federal and Appellate courts, or Office of Administrative\nHearings to meet court mandates and legal deadlines.<\/strong><\/p>\n\n\n\n

KSAPCs\nhighlighted in bold text are not currently on the SPB classification\nspecification<\/em><\/p>\n\n\n\n

Ability to:<\/em><\/strong><\/h3>\n\n\n\n

A1.\n Ability to type at a minimum speed of 45\nwords per minute in order to effectively complete work assignments, type\ncorrespondence, transcribe minutes, disseminate information to staff and\nothers.<\/p>\n\n\n\n

A2.\n Ability to perform less complex legal\nclerical work and format a large variety of legal documents to complete work\nassignments. <\/p>\n\n\n\n

A3.\n Ability to accurately transcribe\ndifficult dictation involving a variety of legal terms in order to provide\nattorneys with accurate written documents. <\/p>\n\n\n\n

A4.\n Ability to analyze situations accurately\nand take independent action in order to effectively resolve a wide range of\nissues. <\/p>\n\n\n\n

A5.\n Ability to establish and maintain\neffective working relationships with staff in order to preserve a professional\nwork environment and gain the cooperation of others. <\/p>\n\n\n\n

A6.\n Ability to work independently to meet\ndeadlines. <\/p>\n\n\n\n

A7.\n Ability to communicate effectively\n(written and orally) in order to provide assistance\/direction to staff and\nothers, exchange information, write reports\/memorandum\/letters, etc.<\/p>\n\n\n\n

A8.\n Ability to follow directions (written\nand verbal), from attorneys and\/or managerial staff with minimal instruction to\ncomplete work assignments. <\/p>\n\n\n\n

A9.\n Ability to correct grammar, spelling and\npunctuation errors in work product to ensure professional appearance of\ndocuments. <\/p>\n\n\n\n

A10.\n Ability\nto independently prepare correspondence to assist attorneys in preparing the\nless complex correspondence.<\/strong> <\/p>\n\n\n\n

A11.\n Ability\nto interact tactfully with courts, administrative agencies, governmental\nentities, co-counsels, opposing counsels, or witnesses, to ensure a\nprofessional representation of the Department.<\/strong> <\/p>\n\n\n\n

A12.\n Ability\nto work under pressure and time constraints while handling changing\npriorities\/deadlines to complete assigned tasks and assist the attorneys and\n\/or managerial staff.<\/strong> <\/p>\n\n\n\n

A13.\n Ability\nto assume leadership role over a given assignment to ensure timeliness of\ncompletion.<\/strong> <\/p>\n\n\n\n

A14.\n Ability\nto multi-task in order to manage multiple projects and deadlines.<\/strong> <\/p>\n\n\n\n

A15.\n Ability\nto exercise good judgment to maintain a professional, effective work\nenvironment.<\/strong><\/p>\n\n\n\n

KSAPCs\nhighlighted in bold text are not currently on the SPB classification\nspecification<\/em><\/p>\n\n\n\n

Skill to:<\/em><\/strong><\/h3>\n\n\n\n

S1.\n Skill\nto coordinate and schedule basic legal services in order to assist the\nattorneys with legal proceedings.<\/strong> <\/p>\n\n\n\n

S2.\n Skill\nto screen mail, visitors, and telephone calls to effectively determine the\nimportance and respond appropriately.<\/strong> <\/p>\n\n\n\n

S3.\n Skills\nto organize and prioritize workload to ensure all deadlines are met.<\/strong> <\/p>\n\n\n\n

S4.\n Skill\nto accurately proofread all work assignments to check for spelling, grammar,\nand punctuation errors.<\/strong> <\/p>\n\n\n\n

KSAPCs\nhighlighted in bold text are not currently on the SPB classification\nspecification<\/em><\/p>\n\n\n\n

Personal Characteristics:<\/em><\/strong><\/h3>\n\n\n\n

PC1.\n A demonstrated interest in assuming\nincreasing responsibility. <\/p>\n\n\n\n

KSAPCs\nhighlighted in bold text are not currently on the SPB classification specification<\/em><\/p>\n","protected":false},"excerpt":{"rendered":"

BACKGROUND INFORMATION Date of Study: January 8, 2013 Collective Bargaining Identification: R04 Job Analysis Conducted By: Julie Amaro, Associate Personnel […]<\/p>\n","protected":false},"author":43,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"hide_featured_image_on_mobile":false,"hide_featured_image_on_post_details":false,"footnotes":""},"categories":[2],"class_list":["post-3374","post","type-post","status-publish","format-standard","hentry","category-job-analysis"],"yoast_head":"\nJOB ANALYSIS: SENIOR LEGAL TYPIST - CDCR Careers<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.cdcr.ca.gov\/careers\/2019\/06\/14\/job-analysis-senior-legal-typist\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"JOB ANALYSIS: SENIOR LEGAL TYPIST - 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