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Program Manager II - County Counsel - Law Office Administration

Company: The County of Santa Clara - County Counsel
Location: San Jose
Posted on: June 26, 2022

Job Description:

DescriptionUnder general direction, to plan, organize, direct and control the activities and/or staff of a County program.
The County of Santa Clara Office of the County Counsel ("Office") is recruiting to fill a Program Manager II - Law Office Administration position to provide critical support for County Counsel administration functions.

Under direction, responsibilities include supporting a variety of internal Office projects and operations. Examples of some current projects include: organizing the development, implementation, and management of the County's centralized public records request software system for all departments across the County; performing analysis and documentation of processes and workflows in the Office's multiple legal practice areas to recommend improvements and assist in the planning and implementation of a new legal case management system; writing internal Office policies and procedures; developing, summarizing, and maintaining Office administrative records for compliance requirements; assisting in the development and management of Office contracts; and liaising with County departmental staff to coordinate the development and revision of Countywide administrative policies.

The Office of the County Counsel is the general counsel for the County of Santa Clara, including the Board of Supervisors and all County departments and agencies. The Office's attorneys work in a wide array of practice areas, including civil litigation, government operations, labor and employment, health and hospital, environment and land use, public safety and justice, child welfare, probate/conservatorship, workers' compensation, real property and public works, and civil and code enforcement. The Office of the County Counsel has both its legal service functions and its Office administrative functions. This position will be supporting the Office's administrative functions.

Successful candidates must demonstrate excellent written and oral communication abilities evidenced by strong grammar and punctuation, and effective writing and proofreading skills; as well as excellent judgment, analytical ability, and organizational skills. The capability to work collaboratively with your colleagues to support the needs of the Office and to interact professionally with other departments are necessary characteristics. A commitment to public service in a professional environment are essential qualities for this job. All County Counsel personnel must maintain strict adherence to the confidentiality of the attorney-client privilege and attorney work product.

In addition to the employment standards, a qualified candidate would possess experience in one or more of the following areas:

  • Legal office administrative management responsibilities;
  • Project management in a governmental setting; or
  • Experience in writing policies or procedures relating to legal processes or office processes.
    A resume and writing sample must be attached in order to submit the job application.
    # INDOCCTypical Tasks
    • Plans, organizes and directs a County program that provides direct service to the public or other agencies;
    • Determines program objectives in light of established goals;
    • Develops strategies to achieve objectives;
    • Establishes program priorities;
    • Formulates and implements policies, plans and procedures for carrying out functions of the program;
    • Defines personnel resource needs and allocates them as required to reach program objectives;
    • Selects and hires staff and ensures the orientation, training and development of program staff;
    • Directs and evaluates the work of subordinate staff;
    • Establishes an appropriate organizational structure and delineates working level and relationships of personnel to carry out the program's activities;
    • Determines budgetary requirements to maintain the program;
    • Makes recommendations on the annual budget and may present the program's budget to the Board of Supervisors;
    • Is responsible for determining program funding needs and obtaining available outside funding when necessary through grants and/or contracts;
    • Is responsible for the implementation, control, monitoring and evaluation of provided services to ensure compliance with terms of received grants and contracts;
    • Maintains liaison relationships and represents the program in contacts with public and private agencies and concerned community groups and organizations;
    • Prepares reports and correspondence;
    • Keeps abreast of new trends and developments related to the program's activities;
    • Provides assistance and advice to advisory and planning boards, commissions, task forces and other special groups as required;
    • May prepare and make presentations to staff, boards, commissions, and external groups;
    • May provide ongoing statistical reports;
    • May be assigned as a Disaster Service Worker, as required;
    • And performs related duties as required.Employment StandardsSufficient education, training and experience to demonstrate the possession and direct application of the following knowledge and abilities.

      Training and Experience Note: The required knowledge and abilities are typically attained through training and experience equivalent to possession of a Bachelor's degree. Relevant experience can substitute for education on a year-for-year basis. Relevant experience includes experience performing analytical, administrative, lead, supervisory, or management duties, which include interpreting rules and regulations, gathering data and formulating recommendations, and report writing.
      Five (5) years of analytical, administrative, lead, supervisory or management experience which includes duties interpreting rules and regulations, gathering data and formulating recommendations, and report writing; two (2) years of which must be at the journey level.

      A Master's degree can substitute for one (1) year of the required experience.

      Special Requirements
      Specialized program knowledge may be required in addition to the generalized administrative/supervisory experience when it can be demonstrated that:
      • it is an absolute necessity for the successful operation of the program;
      • that the Program Manager will be held accountable for this specialized knowledge; and
      • that subordinate program staff will not be able to provide the subject matter expertise that is required.
        Note: The knowledge, skills and abilities listed below indicate the common aspects of the three levels of the Program Manager Series. However, for recruitment purposes, a potential candidate will be rated on ability to perform at a specific level as outlined in the allocation factors. In appraising experience, more weight will be given to the breadth rather than depth of pertinent experience and the evidence of the candidate's ability to assume and fulfill the responsibilities of the position at a designated level.

        Some positions may require Live Scan screening as part of the background check process.

        Knowledge of:
        • Program development and evaluation;
        • Techniques of organizing and motivating groups;
        • Personnel management techniques;
        • Methods of administrative problem solving;
        • Principles of organization and administrative, fiscal and program management;
        • Principles of employee supervision, training and development;
        • Community and agency consultation methods and procedures;
        • Computer applications, including but not limited to: word processing, spreadsheets, data base management software, presentation and electronic mail software.
          Ability to:
          • Plan, organize, control and evaluate a public service program;
          • Manage initiatives, collect and analyze data for the purpose of evaluating services and or programs;
          • Plan and assign workloads clearly and effectively;
          • Train, develop and motivate staff;
          • Deal effectively with a variety of government and community officials;
          • Speak effectively in public;
          • Integrate the activities of a program to attain program goals;
          • Prepare and review reports;
          • Develop and recommend effective courses of action;
          • Develop and effectively utilize all available resources;
          • Establish and maintain program's objectives, priorities and policies;
          • Consult with and advise top administrator on the activities and status of the program;
          • Develop short and long range budget plans that accurately reflect program needs.
          • May require the ability to apply the tools of a specialty subject area.

Keywords: The County of Santa Clara - County Counsel, San Jose , Program Manager II - County Counsel - Law Office Administration, Executive , San Jose, California

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