City of San José

CLASS PURPOSE
   Under administrative direction, does work of considerable difficulty in directing, planning and coordinating administrative services for the Offices of the City Attorney and General Counsel. Performs related work as required.

TYPICAL DUTIES AND RESULTS (Any one position may not include all the duties listed, nor do the examples cover all the duties which may be performed.)

• Direct the planning, coordination, and management of all administrative services for the Offices of the City Attorney and General Counsel including, but not limited to, contracts, facilities, fiscal, human resources, and information systems.
• Direct and participate in the preparation of the annual budgets for both the Offices of the City Attorney and General Counsel; responsible for budget administration.
• Establish departmental procedures on fiscal matters, including accounting.
• Direct centralized timekeeping, equipment inventory, purchase requisitioning, and accounts payable services.
• Direct the management of support staffs for the Offices of the City Attorney and General Counsel.
• Direct the development of computer and information systems appropriate to a law office.
• Direct and coordinate the management of the law library, including online legal resources.
• Prepare, administer and monitor contracts with outside legal counsel, consultants, experts, and other businesses/individuals providing services to the Offices of the City Attorney and General Counsel.
• Direct the coordination of complex litigation and discovery.
• Direct management of facilities for the Offices of the City Attorney and General Counsel.
• Direct appropriate departmental personnel activities in discipline and employee investigations, management of disabilities, and modified duty assignments.
• Direct the departmental human resources program, including, but not limited to, employee selection processes, classification studies and maintenance of the City Classification Plan.
• Confer and negotiate with external providers of test development and administration services.
• Confer with program directors, members of professional staff, and other officials concerning the administrative needs and requirements of programs, policies, and rules and regulations; enforce policies and procedures.
• Review proposed programs, costs, and benefits with the executive staff of the department and write budget specifications.
• Plan, direct, counsel, provide guidelines, and review accomplishments as steps to improve departmental performance and morale.
• Establish guidelines for monitoring departmental revenues and expenditures and coordinate requests for budget adjustments.
• Participate in planning and reviewing departmental staffing requirements and resolution of problems related to personnel transactions.
• Maintain effective working relationships with other City departments, County offices, and State and Federal agencies involved in the activities of the department.
• Process all departmental encumbrance and expenditure documents for operating functions.

Typical End Results Include
   Providing high quality and timely administrative support to the Offices of the City Attorney and General Counsel; planning, organizing, staffing, and supervising administrative services; developing and producing a comprehensive and adequate budget for effective and efficient operations; establishing and enforcing departmental polices and procedures; providing departmental fiscal controls and expenditure review to ensure program accomplishments within budgetary restraints; direct management of computer network and information systems, management of law library to ensure that current legal resources are available to staff.

DISTINGUISHING CHARACTERISTICS
   This is a single position classification in the Management series for the Offices of the City Attorney and General Counsel. The incumbent reports to the City Attorney and is responsible for directing the comprehensive administrative services function including personnel, accounting and budget, office procedures, procurement, information systems, and acquisitions of legal support services and law library materials.
   This class differs from that of the Administrative Officer Series in that the incumbent performs supervision and administration of the law office operations and is responsible for the control of legal discovery in complex litigations.

• Knowledge of the principles and practices of public and personnel administration.
• Knowledge of governmental budgeting and accounting systems.
• Knowledge of law office operations, legal support services, and legal research materials.
• Knowledge of the principles and practices of supervision.
• Knowledge of contract law and the administration thereof.
• Knowledge of the rules of evidence and Civil Procedures.
• Knowledge of report writing techniques and principles of editing.
• Ability to coordinate and monitor complex litigation and discovery.
• Ability to communicate clearly and concisely, both orally and in writing.
• Ability to establish and maintain effective working relationships and coordinate with City departments, public agencies, officials, boards, commissions, and the legal community.
• Knowledge of legal software and ability to evaluate new products.
• Ability to develop and implement new methods and procedures.
• Ability to coordinate and prepare major operating budgets.
• Ability to use modern office automation to maximize resource productivity.
• Ability to review and approve expenditure documents, purchase requisitions, and personnel requisitions.
• Ability to anticipate, plan, and implement action to solve human, fiscal, or material resource problems effectively.

• Knowledge of the organizations, function, and processes of the City of San José.
• Knowledge of City procedures for appropriations, finances, budgeting, and budgetary control.
• Knowledge of City personnel policies and procedures.
• Ability to interpret policies and procedures relating to administrative services.
• Ability to manage a departmental or citywide function and recommend and implement changes for increased efficiency.
• Ability to coordinate reports and analyses for departmental management.

Education
   Completion of a Baccalaureate Degree from an accredited college or university.

Experience
   Six years of increasingly responsible experience in business management and/or administration, including a minimum of three (3) years in a legal environment. Three years of supervisory experience required.

(Rev. 6/87) (Rev. 2/92), (U added 6/97)
rev. 03/01 (8013s000)