1B39
PAY RANGE: N17
This is staff work coordinating administrative and paralegal activities for a court support services, law enforcement department or the administrative adjudication of civil penalties and other remedies involving violations of ethics codes and ordinances. The employees in this class are responsible for carrying out a wide variety of assignments pertaining to departmental procedures and programs. Work involves obtaining facts, making analyses, evaluations and recommendations in the area of support services for the legal system. Work includes the supervision of a small clerical staff. The position assigned to a law enforcement agency is responsible for compiling discovery for ongoing and anticipated cases for courts and regulatory agencies. The position assigned to the Board of Ethics is responsible for compiling, preparing and maintaining confidential documents related to board investigations and monitoring and recording receipt of payment for penalties. Direct contact with court administrators, police and law department officials, judges, attorneys, regulatory agency officials, prison officials, inmates, and providers of contracted services is of major significance to the work. Work is performed under the direction of an administrative superior.
ALLOCATING FACTORS: (The following factors must be met in order for a position to be allocated to this class.)
1. Positions must coordinate a variety of administrative and paralegal activities for a law enforcement department or the Board of Ethics.
2. Only one position will be allocated to each department.
TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)
ALL POSITIONS
Investigates assigned administrative problems related to departmental procedures, operations and programs including procurement of new equipment, office space requirements analysis, office automation, bail collection procedures and coordination of programs with other court agencies; obtains required facts, evaluates the various factors involved, and submits oral and written reports with recommendations for solutions; coordinates the implementation of changes in administrative policy and procedure which affect various departmental units; serves in a liaison capacity between departmental personnel, other municipal agencies, attorneys and private contractors; assists in the preparation of written presentations of the department's programs.
Performs related work as required.
POLICE DEPARTMENT POSITION
Compiles discovery for various legal, civil, regulatory agency and departmental cases, as requested by the City Solicitor’s Office and by Outside Counsel hired by the Solicitor’s Office; responds to written or oral inquiries regarding the proper procedure for acquiring documents or records; identifies and assembles documents requested by private attorneys; sends requests for additional information to the appropriate police unit; contacts staff in Police Districts, Divisions and Units to respond to requests and to gather information; contacts City agencies to request files, reports and information; compiles the requested files, information and reports and ensures they are complete and responsive to each request prior to submission to the requested attorney or legal assistant; reviews documents prior to distribution and makes recommendations such as the need to redact confidential information; forwards discovery material to the requesting solicitor or attorney.
Coordinates, prepares and files court notices for Police Officers to report to outside counsel’s hearings and depositions and ensures policies are followed; sends subpoenas to Court Attendance staff; serves as administrative liaison to the Police Advisory Commission; prepares and submits the subpoena package to the police officer's commanding officer; prepares exhibits and memos to the Commissioner, Internal Affairs, FOP union representative, Law Department and Integrity Officer; receives returned, signed documents; prepares a court notice order for the police officer to appear at the hearing and follows-up as needed to insure compliance with the subpoena process.
Provides information to private attorneys on a variety of issues, including policy and procedure for filing suits against the City, procedures for requesting police reports, 9-1-1 tapes, files, and the subpoena process; submits Police Foundation checks received for deposit; requests funds from the foundation for equipment to be used by the Heads Up program and distributes funds to the commanding officer of the Heads Up program; prepares forfeiture notices for signature; provides notary services for the Police Commissioner, Deputy Commissioners, Legal Counsel and Special Advisors; administers student programs that allow students to accompany police officers on patrol; makes travel arrangements; submits reimbursements for payment of expenses; maintains and updates the Legal Counsel’s library; performs a variety of clerical and administrative support services for legal counsel as required.
BOARD OF ETHICS POSITION
Supervises a small clerical staff responsible for processing a variety of prosecutorial and adjudicative forms and records.
Compiles, prepares and maintains confidential documents, including subpoenas, related to board investigations; arranges for service of documents; monitors and records receipt of payment for penalties; verifies that settlement agreements in Board enforcement matters are ready and timely posted for public release on the website; drafts enforcement-related correspondence, including non-filing warning letters for candidates and political committees,
Transcribes notes during Board of Ethics meetings and drafts Public Session and Confidential Executive Session minutes, makes corrections as directed; ensures that prosecutorial and adjudicative portions of the minutes are distributed to staff.
Responds to questions from the public concerning the City’s ethics, campaign finance, financial disclosure and lobbying laws, including rules governing employee conflicts of interest and political activity restrictions, explains how to report items in the financial disclosure statements such as sources of income, creditors, real estate interests and gifts, manages the release of Board advice and Counsel to ensure that, where required by Ethics Code, only redacted versions are made public.
Assists users of the online Financial Disclosure System (FDS) with problems; maintains log of system issues; contacts the Records department and software vendor to resolve issues; conducts FDS training for Human Resource managers using and running administrative and filer status reports.
Performs a variety of clerical and administrative support services as required.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
KNOWLEDGE OF:
· the operations and procedures of criminal, and civil courts of record as required by assignment
· the operations and procedures of regulatory agencies, internal affairs units, departmental review panels and oversight agencies for the Police Department position
· office practices and procedures
· the clerical procedures necessary to prepare cases for court, implement decision of the court, and to generally facilitate the work of the legal system
· laws and procedures governing the preparation and submission of information and documentation requested during discovery for the Police Department position
· the laws administered by the Boards of Ethics, including the Ethics, Financial Disclosure, Campaign Finance and Lobbying requirements of the Philadelphia Code and applicable public integrity provisions of the Home Rule Charter for the Board of Ethics position
· the online Financial Disclosure System (FDS) for the Board of Ethics position
· standard computer software required by assignment, such as Word and Excel.
ABILITY TO:
· carry out assignments requiring obtaining of facts, organization of material, evaluation of data obtained and preparation of recommendations
· supervise the work of employees engaged in specialized clerical activities for the Board of Ethics position
· define and set up office procedures to accomplish work requirements
· express ideas effectively both orally and in writing
· establish and maintain effective working relationships with court administrators, Police and Law department staff, judges, attorneys, prison officials, inmates, and agencies both private and governmental as required by assignment
MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 5/13.)
EDUCATION:
Completion of two years study at an accredited college or university.
AND
GENERAL EXPERIENCE:
Two years of court support or legal services experience.
SPECIFIC EXPERIENCE:
Four years of experience:
· Supervising a subordinate staff engaged in processing and maintaining legal papers and records and in providing clerical assistance to judges; or
· Supervising a subordinate staff engaged in recording, recording, processing, and expediting petitions from prison inmates on matters affecting their court status; or
· Compiling legal discovery documentation and providing a variety of administrative support services for a law enforcement agency or for the Board of Ethics.
Note: Two additional years of the general or specific experience can be substituted for the required education.
Any equivalent combination of education and experience determined to be acceptable by the Office of Human Resources.
NOTE: Selective Factor Certification may be utilized, as needed, to fill specific positions. In accordance with Civil Service Regulation 11.032 - Selective Factor Certification – the appointing authority may request certification of eligible candidates with the specified experience to fill specific positions in this class. Certification to fill such position will be made from the two highest ranking eligible candidates on the eligible list who possess the specified qualification.
PHYSICAL AND MEDICAL REQUIREMENTS
Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.
Class Established:
7/88
Spec. Revision: CSC - 3/08; Ad. Board - 5/08
Latest Spec. Revision:
CSC - 4/13
Ad. Board – 5/13
MA