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HomeMy WebLinkAboutAgenda - 05-19-2009 - 6aORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: May 19, 2009 Action Agen~ Item No. p SUBJECT: Creation of County Attorney Department and Authorization for New Paralegal Position DEPARTMENT: Human Resources PUBLIC HEARING: (Y/N) No ATTACHMENT(S): Attachment #1: Orange County Organizational Chart Attachment #2: County Attorney's Office Organizational Chart Attachment #3: Paralegal Job Description INFORMATION CONTACT: John Roberts, County Attorney, 245-2318 Michael McGinnis, Human Resources Director, 245-2552 PURPOSE: To approve the County Manager recommendation to make changes to the Orange County organizational structure by creating the County Attorney's Office reporting to the Board of Orange County Commissioners; to approve a new position of Paralegal; -and to amend the County's Classification and Pay Plan. BACKGROUND: For the past 30 years Orange County has contracted with Geoff Gledhill of the legal firm Coleman, Gledhill, Hargrave and Peek for legal services. In May 2008, Geoff Gledhill announced his intentions to retire effective December 1, 2008. At that time the Board determined to bring the function of providing legal services under an internal County office. On July 31, 2008 the Board approved the selection of The Mercer Group, Inc. to provide assistance with the recruitment selection process for the filling of this position. The process was completed on April 7, 2009 with the hiring of John Roberts as Orange County Attorney effective April 23, 2009. The Board approved the position of Staff Attorney on June 26, 2007 to report to the County Manager. On April 23, 2009 the Manager transferred this position to report directly to the new County Attorney. To provide support to the new County Attorney and Staff Attorney, the County Attorney has requested the Manager develop the new position of Paralegal. The Human Resources Department studied this position, created a job description and determined this position to be a Grade 14 in the County Pay structure. This Paralegal position will report directly to the County Attorney. Pending Board approval, staff will begin the recruitment and selection process for the paralegal position. 2 The establishment of the County Attorney's Office, the transferring of the Staff Attorney position and the approval of the new Paralegal position will allow the legal functions in Orange County government to be comprehensive and efficient. (See Attachment #1: County Attorney's Department Organizational Chart.) FINANCIAL IMPACT: Salaries for the County Attorney and Staff Attorney positions have previously been approved. The new position of Paralegal will be established as Grade 14 with a range of $34,984 to $55,925. The position of the Paralegal is budgeted in the FY 2009-10 proposed budget. Any cost prior to adoption of the FY 2009-10 budget will come from existing appropriations. RECOMMENDATION(S): The Manager recommends the Board approve the changes in the County organizational structure by creating the County Attorney's Office reporting to the BOCC. The Manager also recommends the Board approve a new position of Paralegal in the County Attorney's Office and amend the Classification and Pay Plan reflecting the Paralegal classification. i) ~s Orange County Government The People of Orange County • Elected Officals •• .lointly funded (rederallCourdy with partially elected board) 'Board of County Commissioners »•,~;,~ly ~,,,~ (StatdCountY) County Attorney Clerk to the Board County Manager Assistant County Manager I Central Services Assistant County Manager Elections Aging "'Cooperative Extension Financial Services Animal Services Human Resources County Engineer Information Technologies Child Support Enforcement Economic Development 'Register of Deeds Emergency Services Revenue/Tax Collector Environment 8 Resource Conservation 'Sheriff Health Housing & Community Development (reports to HeaRh Board) Tax Assessor Office of Parks & Recreation Human Rights & Relations Library Planning Social Services Public Works (reports to Social Services Board) Solid Waste "Soil & Water 5/ 1 /2009 County Attorney's Office -~ S CLASS CODE: 1434 FLSA: NON-EXEMPT ORANGE COUNTY, NORTH CAROLINA JOB DESCRIPTION CLASS TITLE: PARALEGAL COUNTY ATTORNEY'S OFFICE GENERAL STATEMENT OF JOB Under general supervision of an attorney, performs a variety of paralegal functions including drafting complex legal documents and contracts, and researching complex issues without specific precedence. Work involves performing both routine and in-depth legal research; preparing legal documents, which include drafting memoranda; writing complaints; completing forms and filing with appropriate offices; compiling, composing, and preparing correspondence, data, reports, charts, presentations, and other documentation; providing administrative support to the department through customer service; monitoring the department's budget and supply needs. Reports to the County Attorney. SPECIFIC DUTIES AND RESPONSIBILITIES ESSENTIAL JOB FUNCTIONS Serves as initial point of contact for the County Attorney's Office. Gathers information relevant to issues or litigation; interprets legal writings or documents in order to prepare legal documents for attorneys; assesses factual situations; explains actions taken or decisions made. Obtains, reviews, and distributes legal documents. Assists in tracking pending legislation and pending court cases; monitors litigation deadlines. Prepares legal documents, which include drafting memoranda, writing complaints, completing forms, and filing with appropriate offices. Performs general administrative duties including answering telephone, maintaining files, typing correspondence, and scheduling offices. Conducts title searches; drafts and files documents required in the acquisition of real property; attends property closings to draft and file documents, monitor proper process service and deadlines as required by the statutes. Notarizes documents when signed. Receives and/or reviews various forms, reports, reference materials, or other documentation; appropriate. correspondence, policies, directories, manuals, completes, processes, forwards, or retains as ©Archer Company 2009 PARALEGAL Prepares and/or processes a variety of documentation associated with department operations, per established procedures and within designated timeframes; reviews various documentation for accuracy and completeness; distributes/issues various documentation. Refers to policy and procedure manuals, codes /laws /regulations, publications and reference texts, etc. Operates a variety of office equipment and machinery such as computer, fax machine, copy machine, etc. Uses a variety of tools such as stapler, standard office tools, etc.; a variety of supplies such as general office supplies, etc.; and a variety of computer software such as word processing, spreadsheet, database, accounting, or other programs. Interacts and communicates with various groups and individuals such as County Attorney, coworkers, department directors, County Manager, and the general public. ADDITIONAL JOB FUNCTIONS Performs related duties as required. MINIMUM TRAINING AND EXPERIENCE Requires any combination of education and experience equivalent to an Associate's degree in paralegal studies or related field and one to three years of paralegal experience; or an equivalent combination of education, training, and experience, which provides the required knowledge, skills, and abilities. Must possess paralegal certification. MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS Physical Requirements: Must be physically able to operate a variety of automated machines including telephone, computer, copier, calculator, etc. Must be physically able to exert up to twenty pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Position involves mostly sedentary work, but may require walking or standing for brief periods of time. Data Conception: Requires the ability to compare and/or judge the readily observable functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things. Interaersonal Communications: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes receiving direction and instruction from supervisor. Lanpuape Ability: Requires ability to read a variety of policies and procedures, computer manuals, legal documents, etc. Requires the ability to prepare reports, records, correspondence, legal documents, etc. with proper format, punctuation, spelling, and grammar, using all parts of speech. Requires the ability to speak with poise, voice control, and confidence. ©Archer Company 2009 2 PARALEGAL Intelligence: Requires the ability to apply principles of logical thinking to define problems, collect data, establish facts and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form; to deal with several abstract and concrete variables. Requires the ability to learn and understand relatively complex principles and techniques; to make routine and non-routine independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information. Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow verbal and written instructions. Must be able to communicate effectively and efficiently using legal terminology with co-workers and the general public. Numerical Aptitude: .Requires the ability to add and subtract totals, to multiply and divide, to determine percentages and decimals and to determine time. Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape, and visually read various information. Motor Coordination: Requires the ability to coordinate hands and eyes using office machinery. Manual Dexterity: Requires the ability to handle a variety of items, keyboards, office equipment, control knobs, buttons, switches, catches, etc. Must have minimal levels of eye/hand/foot coordination. Color Discrimination and Visual Acuity: Requires the ability to differentiate colors and shades of color; requires the visual acuity to determine depth perception, peripheral vision, inspection for small parts; preparing and analyzing written or computer data, etc. Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress when confronted with emergency situations or tight deadlines. The worker may be subject to tension as a regular, consistent part of the job. Physical Communications: Requires the ability to talk and hear: (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear). PERFORMANCE INDICATORS Knowledge of Job: Has thorough knowledge of the methods, procedures, and policies of the County Attorney's Office as they pertain to the performance of duties of the Paralegal. Has knowledge of the laws, ordinances, standards, and regulations pertaining to the specific duties and responsibilities of the position. Has excellent paralegal, secretarial, clerical, data processing, organizational, and interpersonal skills. Has good knowledge of court procedures and legal documents that must be prepared to ensure proper case management and documentation. Has good knowledge of legal terminology. Has knowledge of legal research methods and resources, and is able to research legal issues and cases with accuracy and thoroughness and in a timely manner. Has the mathematical ability to handle required calculations. Is capable of producing quality work, which requires close attention to detail. Is able to maintain confidentiality as required. Is able to offer assistance to co-workers and employees of other departments as required. Is able to learn and utilize new skills and information to improve job performance and efficiency. Has knowledge of modern office practices and technology; is skilled in the use of ©Archer Company 2009 3 U PARALEGAL computers for word and data processing. Is able to type and transcribe accurately and at a speed necessary for the successful completion of assigned duties. Has knowledge of how to use and maintain a variety of office equipment. Is able to read and interpret various materials pertaining to the responsibilities of the job. Is able to prepare routine forms, records and reports with accuracy and in a timely manner. Has knowledge of how to maintain effective relationships with personnel of other departments, professionals and members of the public through contact and cooperation. Has knowledge of how to react calmly and quickly in emergency situations. Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interaction with internal and external entities with whom the position interacts. Quantity of Work: Pertorms described Essential Functions and related assignments efficiently and effectively in order to produce quantity of work which consistently meets established standards and expectations. Dependability: Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, policy, standards and prescribed procedures. Maintains accountability for assigned responsibilities in the technical, human and conceptual areas. Attendance: Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness. Provides adequate notice to higher management with respect to vacation time and leave requests. Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be accomplished, and initiates proper and acceptable action for the completion of work with a minimum of supervision and instruction. Judgment: Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and researches issues, situations and alternatives before exercising judgment. Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with established policies or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation intra-and inter-departmentally. Relationships with Others: Shares knowledge with managers, supervisors and co-workers for mutual benefit. Contributes to maintaining high morale among all employees. Develops and maintains cooperative and courteous relationships inter- and intra-departmentally, and with external entities with whom the position interacts. Tactfully and effectively handles requests, suggestions and complaints in order to establish and maintain good will. Emphasizes the importance of maintaining a positive image. ©Archer Company 2009 4 "I PARALEGAL Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of work elements and establishes a personal schedule accordingly. Attends required meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Safety and Housekeeaing: Adheres to all established safety and housekeeping standards. Ensures such standards are not violated. DISCLAIMER: This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice. ©Archer Company 2009 5