95-1134Council File # 5 — � 3 �
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RESOLUTION
OF SAINT PAUL, MINNESOTA
Presented
Referred To
An Administrative Resolution establishing the
rate of pay for Legal Clerk-Typist in the Salary
Plan and Rates of Compensation Resolution.
Green Sheet # 35�'1 `r
Comtnittee Date
(�
RESOLVED, that the rate of pay for the title of Legal Clerk-Typist be set at the rate set forth in
Grade 24, Section ID1, of the Clerical Standard Ranges in the Salary Plan and Rates of
Compensation; and be it
FINAT,LY RESOLVED, that this resolution sha11 take effect and be in farce on the first pay period
after the passage and approval of this resolution.
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Adoption Certified by Council Secretary
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Appt
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Requested by Department o£
Office of Human Resources
By: �� � a��
Form proved C� �oi
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Approved by Mayor for Submission to Council
By: /1/t� �Y „(��
Adopted by Council: Date �� , a� 19 q S
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DEPARTMENTlOFfICElCOUNCIL DATE NJITfATED � `~� N � � v _ �' a ` t �� O ' � , `� �
Office of x R sources Class. 9/6/95 GREEN SHEE N_ 35044
CONTACT PERSON 8 P INITIAUDATE INITIAVDA7E
� DEPARTMENT OtRECT�R � GN COUNGfI
ASSIGN CITVATTORNEV CITYCLERK
e en Sanchez x66480 NUMBER FOR �
MUST BE ON CAUNqL AG NDA BV (DATE) qOUTING � BUDGET DIRECTOP� FIN. & MGL SERVICES DIR.
OflUER MAVOR (OR ASSISTAN
C6� -Eaa-�aACe=A
TOTAL # OF SIGNATURE PAGES � (CLIP ALL IACATIONS FOR SIGNATURE)
ACTION REDUESTED:
The creatian af the Lega1 Clerk-Typist in Grade of the Clerical Standard Ranges.
qECOMMENDATIONS: Approve (A) or fleject (R) pERSONA4 SEHVICE CONTRACTS MUST ANSWER THE FO�LOWING �UESTIONS:
_ PLANNING COMMISS�ON _ CIVIL SERVICE COMMISSION �� Has this personlfirm ever worked under a contract for Mis deparYment? -
_ CIB COMMITfEE YES NO
_ S7AFF 2. Has this personlfirm ever been a city employee? �`
— VES NO
_ oISiRIC7 COURi _ 3. Does this person/firm possess a skill not normally possessed by any current ciry employee?
SUPPORTSWNICHrAUNCIIOBIEGTIYE? YES NO
Ezplain all yea answers on aeperate sheet antl attach t
INITIATING PROBLEM, ISSUE, OPPORTUNITY (NTO, What, Whe�, Where. Why) SEP i 5 1gg�
See Attachtt�ent to Green Sheet. p�.���,� �� � a �
lV%'e'e±yf�
ADVANTAGESIFAPPROVEO:
The needs and concerns of the City Attarney's Office will be addres
f�4i�C� e���3�Y ���Y
���' 2 � 1995
DISA�VANTAGES IFAPPROVED ' �
The salary cost of reclassifying one of the four positions from Clerk-Typist II to
Legal C1erk-Typist. No salary costs will be involved in the other three positions as
they are a]ready being paid at this level or higher.
DISADVANTAGES IF NOTAPPROVE�:
The neecls and concei o£ the City Attarney's Office will not be addressed.
R�c��v�fl
��p 141995
�o
TOTAL AMOUNT OF TRANSACTION E COSTfREYEHUE BUDGETED {CIACLE ONE) YES ti0
FUNDIHG SOURCE ACTIVITY NUMBER
FINANCIAI INFORMATION: (E%PL0.1N) �
95 -i�sy
ATTACHMENT TO GREEN SHEET FOR LEGAL CLERK-TYPIST RESOLUTION
Initiarin�Problem, Issue. O�ortunitv:
Certain positions in the City Attorney's Office require prior legal clerical training or experience.
The needs and concerns of the Office to fill these positions with qualified candidates are not
being met by using eligible lists in the Clerk-Typist series. None of the classifications in this
series requires the necessary training or experience. Consequently, the existing staff takes a
considerable amount of time and effort in training new employees. (See attached March 22,
19951etter)
Other options were discussed such as targeted recruitment, selective certification, and formal
methods of lraining, but none would be as workable and appropriate as the recommendation to
create the new class.
PROPOSED TITLE OF CLASS:
LEGAL CLERK-TYPIST
DESCRIPTION OE WORK
General Statement of Duties:
CODE: 570A
BU: O1
EFFECTIVE:
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Performs skilled clerical work typing, transcribing and preparing various
legal documents; provides administrative support to attorneys, law
clerks, and legal assistants; and per£orms other related duties as
required.
Su�ervision Received:
Works under general supervision of a unit supervisor or an attorney.
SllD ervision Exercised:
None. May lead the work of lower level clerical staff as assigned.
TYPICAL DUTIES PERFORMED
The listed examples may not include all the duties performed by all positions
in this class.
Types, tzanscri.bes and prepares legal documents for serving and filing
with various courts according to legal forms and procedures.
Types council resolutions, ordinances, green sheets, reports, memos, and
other correspondence.
Enters information in the computer and maintains databases using various
software programs and generates reports as needed.
Opens, maintains, and closes claim/litigation files; organizes and
maintains manual and computerized records and files.
Composes routine correspondence and signs outgoing correspondence as
authorized.
Follows through on office communications to notify, confirm, request for
information, and make arrangements for the serving and filing of legal
documents, motions, depositions, notices and other meetings,
Performs other duties as assigned such as scheduling meetings,
maintaining appointment calendaY, making arrangements and zeservaCions,
processing the mail, preparing payroll information and pay vouchers.
KNOWI,ED6E, SKILLS AND ABILITIES
Considerable knowledge of legal office procedures, legal £orms and
(continued on reverse side)
LEGAL CLERK-TYPIST
Page 2
PROPOSED TITLE OF CT.,ASS:
LEGAL CLERK-TYPIST
terminology.
Considerable knowledge of grammar, spelling, and punctuation.
Working knowledge of the court systems.
Considerable ability to prepare a wide variety of legal documents.
Considerable ability to transcribe notes and legal dictation from
dictating machine with speed and accuracy.
Considerable ability to type and/or word process with speed and accuracy.
ConsiderabZe ability to maintain manual and computeri2ed records and
files.
Considerahle ability to set priorities, meet work deadlines, and handle
confidential information.
Considerable ability to communicate effectively, both orally and in
writing.
Considerable ability to interact effectively with a wide variety of
people.
MINIMUM QUALIFICATIONS
Satisfactory completion o£ a legal secretary program in a business or
technical school; or two years of legal clerical experience.
LEGAL CLERK-TYPIST
95-113y
CLASSIFICATION STUDY REPORT
Class Studied:
Clerk-Typist II & III, Clerk-Stenographer III
Incumbents: Andrea Huot, Clerk-Typist II
Patricia Welsh, Clerk•Typist III
Bridget Zimmer, Clerk-Typist III
Joanne Clements, Cierk•Stenographer iil
Date Studied:
Studied By:
Persons Contacted:
May 22, 1995
Karen Sanchez
Incumbents and Immediate Supervisor
APPROVAL OF THE CLASSIFICATION AND COMPENSATION MANAGER:
DATE
�
: � � - �1�P►L�:
The City Attorney's Office requested the study to determine if it is appropriate to establish a
Legal Secretary title. They are currently using eligible lists in the Clerk•Typist series to fill
vacancies in the studied positions. This poses an on-going problem because none of the
classifications in this series require legal clerical training or experience. Consequently, the staff
have to spend a considerable amount of time in training new employees.
The City used to have a Legal Assistant title, which was abolished in 1974, for which the
minimum qualifications were eight years of clerical experience at least three years as a Clerk-
Stenographer III in a legal departrnent.
Ramsey Couniy has a
completion of a twc
experience.
Legai Secretary title which requires an associate degree in secretarial,
year legal secretary program, or a combination of education and
The City of Minneapolis has a Legal Typist title which requires one year of experience as a Cierk•
Typist II. Some training and/or experience in word processing, proficient typing skiils, and
knowledge of legal terminonology and format are highly desirable.
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Hennepin County has a Legal Secretary title which requires two years of general office work
experience including one year of legai secretarial experience or completion of a legal secretary
program.
The State has a Legal Secretary tiUe with no established minimum qualifications. However, the
test includes legal terminology and proceedings, legal office concepts and procedures, legal
citations and proofreading.
STUDY COMPONENTS
Review of the job profile.
Intenriew with the incumbents and immediate supervisor.
Comparison to related c4assifications and positions.
QES evaluation.
POSITION DESCRIPTION
The studied positions provide administrative support to the attorneys and legal assistants in
Civil, Civii Litigation, and Reai Estate Divisions.
The range of duties are as follows:
Types, transcribes, and prepares a wide variety of legal documents for serving and filing with
the various courts according to legal format and procedures.
Enters information in the computer and maintains database using various software programs
and generates reports as needed.
Opens, maintains, and closes claim/litigation files; organizes and maintains manual and
computerized files.
Prepares council resolutions, ordinances, green sheets, pay vouchers and other
correspondence.
Composes routine correspondence and signs outgoing correspondence as authorized.
Follows through on office communications to notify, confirm, request information, and make
arrangements for the serving and filing of legal documents, motions, depositions, notices and
meetings.
Performs other duties such as maintaining calendar and schedule of ineetings, making
arrangements and reservations, processing the mail, preparing payroll information and pay
vouchers.
Provides support to the other staff in their absence; acts as back-up receptionist.
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CLASSIFICATION COMPARISONS
Clerk•Typist III - This classification describes the skilled level at which the studied positions are
expected to perform typing, computer work, filing, processing of paperwork and documents,
and other administrative duties. However, it does not describe the specific duties, knowledge,
skiils, and abilities required of the positions.
Clerk-Stenographer III • The studied positions are not comparable to this class because of the
stenographic work involved.
C{erk IV - The studied positions do not perform the typicai duties of this class such as making
decisions and aliocations, maintaining budgets, performing complex calculations, providing
technical information, coordinating the use of highly specialized office equipment, researching,
reviewing and recommending changes in office systems, policies, and procedures. This
classification has more responsibility than the studied positions.
Secretary/Secretary (Stenographer) - Only one position performs maintaining and scheduling
of appointments, which is minimal compared to the other duties of the Secretary/Secretary-
Steno cfass. The primary duty of all four positions involves the preparation of legal documents.
POSITION COMPARISON
The main difference between the Clerk-7ypist III positions and the studied positions is the
specific knowledge, skiils, and abilities required. The Clerk-Typist If{ positions require general
office clericai experience, whereas, the studied positions require legal clerical experience.
However, the level of complexity and responsibility of the studied positions are comparab{e to
those of the other Clerk-Typist III positions in the City.
The duties of the studied positions are within the range of the duties and responsibilities of the
Clerk-Typist III positions, such as:
Provide sole clerical support or act as lead; assist/provide training in office procedures to the
other staff such as computer and telephone systems.
Provide a wide range of clerical services to various staif inembers including some that are
outside of the immediate work unit such as boards, committees, other sections, and special
projects. �
Perform skilled typing of vanous materia(s inc(uding financial, legal, technical, and public
information/relation materiais. The work involves proofreading, editing, formatting and a high
degree of speed and accuracy.
Perform extensive computer work using various software programs to produce reports and
maintain databases.
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Handle multiple deadlines and responsibilities and balancing of priorities.
Handle responsible office communications work including processing of paperwork and
documents ensuring accurate and timely transmittal of information, maintaining important
records and files, and significant interactions outside of the immediate work unit.
Require considerabie knowledge of a phase of an operation such as a pragram, process, or set
of procedures; and require very little direction.
The other administrative duties performed by the studied positions are also performed at the
Clerk-Typist III level such as processing the mail, preparing basic payroll and pay vouchers, and
providing support to committees and some secretarial duties.
QES EVALUATION
The positions were evaluated at the Clerk-Typist fll fevel.
RECOMMENDATION
Based upon the comparisans and the QES evaluation, it is recommended that the Legal Clerk-
Typist title be created in Grade 24 of the Cierical Standard Ranges and that the studied
positions be aflocated accordingly.
5� ��
Interdepartmental Memorandum
CITY OF SAINT PAUL
DATE: �March 22, 1995
T0: Sohn Shockley
Human Ftesources
FROM: Timothy E. Marx��
City Attorney
RE: Legal Secretary Title - City Attorney's Office
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�ts-i�3y
,
Last fall Terry Sullivan and Joanne Rettner met with you to address
an on-going problem we have filling certain clerical vacancies in
the City Attorney's Office with qualified candidates. These
vacancies are now Pilled from eligible lists in the Clerk Typist
series which require no prior legal experience or training. As a
result, it requires a significantly longer period of time and more
extensive training by our staff before new employees are able to
perform the duties of these positions. We are requesting that
these positions be studied to determine if a Legal Secretary title
can be established which would require applicants to have prior
legal training and/or experience. This would help ensure that we
are able to hire applicants who have the necessary skills to
perform these positions at the time they are appointed.
Transmitted along with this memorandum are four Job Profiles which
have been completed by clerical staff in the City Attorney's Office
who now hold these positions. I request that you assign a member of
your staff to complete these job audits and make a determination as
to whether a Legal Secretary title can be established. The person
you assign can contact Joanne Rettner for assistance in answering
any questions or providing any further information that is
necessary to complete these job audits.
Thank you for your assistance in this matter.
9s-��3y
RECEI�/E�
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CITY OF SAIN�PA�
Norm Colemart, Mayor
, or�cs oF xut.�nx xESOUxcES J UL � 9 i995
✓ohn H¢mikon, D'ueaor
_ _._.. CITY ATT�RIVEY
o j •=i
230 Ciry Hall Annec
25 West Fourth Street
SaintPaul, Minnesat¢ 55702-1637
TO: Timothy Ma�
� Office of the City Attorney
FR01v �' Kazen Sanchez �1 �`� -
Classification, Compensation & Org'1 Design
DATE: July 17, 1995
RE: Twenty Day Notice
Telephorse: 612-2666500
TOD!lTY.• 612-266-650]
Jo6(ine: 672-2666502
F¢csimi[e: 672-292-7656
It has been determined that the 6tie and class specification of Legal Clerk-Typist should
be created. I have attached a copy of the class specification for your review. Please notify
me within twenty days of receipt of this memo, if you wish to discuss this action. If I do
not hear from you within that timeframe, I will assume agreement and will proceed with
the process.
I wiil also be processing a resolution to establish the rate of pay for the title of Legal
Clerk-Typist in Grade 24, Section IDl, of the Clericai Standard Ranges in the Salary Plan
and Rates of Compensation.
I hereby waive the time remaining on ttus 20 day notice for the purpose of creating this
title and class specification.
�,,. , �,�., �_
Name
�x � z� ��
Date
., �d
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CITY OF SAINT PAUL
Norm Colemars, Mayor
July 17, 1995
Luanne Koskinen, Business Representative
AFSCME Disttict Council #14
Local 2508
300 Hardman Avenue South, Suite 2
South Saint Paul, MN 55075-2469
Re: Twenty Day Notice
Deaz Ms. Koskinen:
OFFICE OF HUMAN RESOURCES
Johrs Hnndkon, Director
230 Ciry Hall Annu
?5 Wesi Fourth Streei
Saint PQU[, Minnesota 55702-I631
Telephone: 612-26G6500
TDDfIT'Y: 6T 2-266-6501
Jobline: 612-2666502
Fatsimile: 672-292-7656
It has been determined that the title and class specification of Legal Clerk-Typist should
be created. I have attached a copy of the class specification for your review. Please notify
me within twenty days of receipt of this memo, if you wish to discuss this action. If I do
not heaz from you within that timeframe, I will assume agreement and will proceed with
the process.
I will also be processing a resolution to establish the rate of pay for the title of Legal
Clerk-Typist in Grade 24, Section ID1, ofthe Clerical Standazd Ranges in the Salazy Plan
and Rates of Compensation.
Sincerely,
������
Kazen Sanchez
Classification, Compensation & Org'I Design
I hereby waive the time remaining on this 20 day notice for the purpose of creating this
title and class s�ecificarion. /
Name
C i
i'� �
Date