Court Clerk

Job Summary

This is a specialized clerical series that performs a full range of clerical duties in support of court operations. Incumbents perform a variety of processing functions including, but not limited to, assisting the public with file or court information; entering and retrieving data from computer systems; accepting, filing, and issuing legal documents; providing information concerning current calendar status, functions and procedures of the court; and to do related work as required.

DISTINGUISHING CHARACTERISTICS

Court Clerk - Entry: This is the trainee and entry-level class in the Court Clerk series. At this level the incumbent is under close supervision and is required to learn to perform a combination of various court-related clerical functions of minimal to average difficulty. As experience is gained, there is greater independence of action and a higher level of task difficulty, within the established guidelines and operating procedures.

Court Clerk: This is the journey-level class in the Court Clerk series. At this level the incumbent is under general supervision to perform a full range of complex clerical assignments. Incumbents exercise judgment and independence in applying complex legal codes, policies and procedures and performing the full range of assigned duties. Specific duties and requirements will vary depending on area of assignment; however, all positions are characterized by thorough knowledge of court document processing and procedures. Incumbents may train and provide assistance to less experienced staff in resolving work problems.

These classes are distinguished from the class of Court Clerk 4 and Senior Court Clerk, which provide lead direction to a group of Court Clerk employees.

Court Clerk positions are flexibly staffed. In these classes, incumbents advance to the higher level after acquisition of the knowledge, skills and proficiencies required are mastered. However, in some cases, positions may be permanently allocated to either level of the classification, based on the nature of the work.

JUDGMENT AND RESPONSIBILITY

Incumbents work under general supervision to perform duties that are well-defined and in accordance with pre-established policies, procedures and standards. Incumbents must maintain confidentiality and must use sound judgment in performing court-related duties. Errors in work or judgment could result in inefficient operations of the court, improper and incorrect recording of legal proceedings and poor community relations. Incumbents have no responsibility for leading or supervising the work of others.

Essential Functions

The Court reserves the right to assign or reassign duties as required to achieve business and operational objectives. The essential functions listed below are considered standard duties of this position and, if/when assigned, must be accomplished effectively and efficiently. These essential functions include, but are not limited to, the following:

• Perform entry-level to advanced journey-level legal processing duties.
• Provide customer service that bestows fair and equal access to the Court (e.g., assists the public and other agencies at the counter, on the telephones, via written communication, and via the Court's website by providing factual information related to forms usage and completion, filing processes, fees and assessments; status of cases, location of needed services or other information resources and related information and assistance within scope of authority).
• Receive, examine, and process legal documents for completeness, signature and conformance with legal requirements; return unacceptable documents; affix seals and stamps to endorse, certify, and/or file documents.
• Accept fines and fees; issue receipts; post payment of fines, bail and filing fees; balance assigned cash drawer.
• Prepare and maintain case files in accordance with established policy in creating a court-related legal record.
• Prepare, type and/or generate a variety of court-related legal forms, documents, notices, letters, orders and abstracts, as well as other correspondence related to legal filings and legal processes.
• Verify, enter, retrieve and update information in the case management system.
• Receive, open, date stamp, sorts and distributes mail and other materials.
• In accordance with established policies and procedures, respond to inquiries from the public, legal professionals, paraprofessionals, and other concerned parties regarding status of submitted documents and proceedings; copy and send requested materials from files.
• In accordance with established policies and procedures, act upon certain ministerial requests and legal filings (e.g. processing requests for clerk default).
• Assist and/or prepare warrants (e.g., issue/recall warrants, exonerate bail, prepare judgments, and dismiss or seal cases in accordance with established codes and court procedures).
• Assist and/or prepare court calendars (e.g., maintain documents; file legal documents and related case materials).
• Transport case files and documents to requesting clerks, managers, judicial officers and/or court users; assist with archiving and purging of court records.
• Handle research requests.
• Perform duties in support of jury activities (e.g., order, prepare and notify jurors of jury duty; record juror announcements, qualify jurors, and impanel juries; exercise judgment in granting juror deferments; present orientation and provide information to jurors; prepare payroll for jurors and maintain jury-related records and files).
• Perform other related duties as required.

Knowledge Of:

• Correct use of English language, spoken and written, including spelling, punctuation and grammar
• Basic arithmetic
• Standard office equipment and systems
• Alphabetical and numerical filing system
• Principles of customer service and telephone etiquette
• Techniques of filing and indexing
• Techniques of time management
• Application of appropriate Statutory Codes, California Rules of Court and local rules relating to court procedures.
• Basic knowledge of established policies and procedures related to court proceedings, collections, legal procedures and documents used in court cases.
• Legal terminology, common legal format requirements, laws, rules, regulations and legislation affecting the court.
• General court system policies and procedures related to legal processing.
• Knowledge of Court's personnel policies and procedures.

Ability To:

• Understand and follow written and oral instructions; communicate and listen effectively.
• Work independently, follow policies and guidelines, maintain confidentiality of court-related records, and use sound judgment in performing court related work.
• Understand and comply with court policies and the Code of Ethics for Court Employees
• Accurately perform duties with attention to detail.
• Research, understand, explain and apply statutes, codes, procedures and rules.
• Examine documents for accuracy, completeness and conformity to requirements and take appropriate corrective action.
• Explain technical and procedural information clearly and concisely to the public, attorneys, law enforcement officials and other concerned parties.
• Utilize word processing, case management system and calendar/electronic communication software.
• Perform basic arithmetic.
• Handle and process money and issue receipts; balance cash drawers.
• Prioritize workload and projects to ensure tasks are performed timely and accurately in accordance with predetermined deadlines, policies and procedures.
• Manage multiple priorities and multi-task.
• Interact with legal professions, paraprofessional and the public in a respectful manner.
• Establish and maintain effective working relationships with co-workers, management and other government organizations;
• Be responsible and accountable for theiractions.
• Use office equipment, including computers, telephones, calculators, copiers and fax.
• Type/keyboard accurately at a minimum of 35 net words per minute.

Qualifications

The standard qualifications for this classification are listed below; however, any combination of experience and training that would provide the required knowledge and abilities and the ability to perform the essential functions may qualify.

Education : High school diploma or General Education Development (GED) or High School Equivalency Test (HiSET);

AND

Experience :

Court Clerk - Entry: One (1) year of clerical work experience, preferably in a legal or criminal justice setting, performing a wide variety of general clerical assignments.

Court Clerk: Two (2) years of experience as a Court Clerk-Entry with the Placer County or in a similar classification for a California Superior or Appellate Court.

Note: An Associates Degree, or higher, may be substituted for the one (1) year of clerical work experience required for the Court Clerk – Entry classification only.

AND

Typing/Keyboarding : Court Clerk positions require the ability to type/keyboard at a minimum of a corrected rate of 35 words