Legal Process Clerk

To perform a full range of specialized legal clerical duties in support of the court's administrative and operational functions; and to provide service and support to members of the public, litigants, attorneys, agencies and other members of the court's constituency in the processing of court matters.

This is the journey level classification in the Legal Process Clerk series.  Positions assigned to this classification perform a full range of court processing duties requiring significant legal clerical knowledge, skills and abilities. Incumbents work more independently under general supervision within defined court processes and procedures. Work products and outcomes are generally only sporadically reviewed upon completion. Positions at the journey level may provide technical direction to other less experienced employees.

SUPERVISION

Receives general supervision from higher level supervisory staff. May provide limited technical supervision to less experienced staff.

No supervision is exercised over others.

Duties may include, but are not limited to, the following:

• Review legal documents for correctness of form and format and sufficiency of information.
• File and endorse court documents; initiate new cases; input legal documents; and schedule court events.
• Enter case data such as party information, legal document type, convictions, acquittals, defaults, dismissals, judgments and satisfactions in order to update court records for purposes of case management and statistical reporting.
• Collect and process fees, fines, bail, and other payments at the public counter and/or through the mail by entering payments in the case management system and issuing receipts; balance daily cash receipts against till audit reports.
• Respond to requests for case information by searching and retrieving information from case files, logs, and computer records.
• Maintain case files; file legal documents in chronological order by alpha, numeric, and color-code.
• Copy and endorse legal documents in response to internal and external requests.
• Explain legal processes, procedures, and policies to litigants in accordance with laws, codes and rules of court.
• Assist defendants to enroll in court-ordered programs in accordance with court-defined placement criteria.
• Assist litigants, the public, and jurors with completing court documents and legal forms; refer such individuals to various legal and court process guides and educational materials.
• Operate various computer programs including case management systems, word processing, spreadsheets, and electronic mail to assist with processing court work.
• Prepare referrals for court ordered programs and payment of court fines and fees.
• Participate in administering the jury system by inputting attendance records, explaining jury policies and procedures, and responding to juror inquiries.
• Notify parties of court matters via telephone or written notice to inform litigants and attorneys of hearing dates, mediation dates, filing dates, payment information, community service information, court rulings, and decisions.
• Transcribe legal information and court data using various legal forms.
• Operate a wide variety of office equipment including computers, scanners, multi-line phones, calculators, and photocopy machines.
• Perform related duties as assigned.

Knowledge of:

• Basic judicial branch and local justice system organization and procedures.
• Legal terminology and forms used in a state level trial court.
• Wide range of court document filing procedures.
• Applicable laws, codes and rules of court.
• Forms, records, document processing procedures and legal terminology as applicable to area of assignment.
• General clerical and technical resource materials and information sources applicable to a court clerk's office.
• Automated systems used in court information storage and document preparation.
• Court document preparation, duplication and distribution procedures. 

• Assess the needs of court clientele; explain and guide clientele through basic legal processes and procedures.
• Independently process court documents related to the assigned area of responsibility.
• Effectively utilize the court's case management system and other technology systems to perform the assigned duties and responsibilities.
• Establish and maintain effective working relationships with other court staff, justice agency employees, litigants, and attorneys.
• Prioritize work assignments and consistently meet legally mandated and procedural deadlines.

• Three years of clerical or secretarial experience including significant experience processing legal documents in a court, law office, or justice agency environment.
•  Education and Training:  Equivalent to completion of the twelfth grade.
• Special Requirements:  A valid driver's license may be required for some positions.

WORKING CONDITIONS, ADA AND OTHER REQUIREMENTS

The Napa Superior Court is an equal opportunity employer. The Napa Superior Court will comply with its obligations under the law to provide equal employment opportunities to qualified individuals with disabilities.

Positions in this class typically require: sitting, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, talking, hearing, seeing, and repetitive motions. 

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. 

Incumbents generally work in a typical office environment with adequate light and temperature. 

Please Note: The Napa Superior Court classifies work based on organizational need. The distinguishing characteristics, essential duties and minimum qualifications described in this specification relate to the body of work required and not to the attributes of an incumbent assigned to perform the work.