Legal Process Clerk IV

Under limited supervision, this specialized clerical level position performs a full range of complex document processing and calendaring duties, in support of court operations.  

This is the journey level of the Legal Process Clerk series.  This class is distinguished from the other Legal Process Clerk classifications by the responsibility for the most difficult and complex legal process work. This class is distinguished from the Legal Process Supervisor in that the latter has supervisory authority of assigned clerks and other staff.

• Performs the most difficult and complex Legal Process Clerical duties receiving, reviewing, and processing legal documents;
• Generates and distributes calendars and projection reports; 
• Uses projection reports to schedule court appearances and hearings; and maintain appropriate scheduling levels;
• Locates and review files for calendars to ensure readiness and completeness;
• Confers with attorneys and litigants regarding motions, orders, or other documents in reference to procedures of calendaring matters;
• Interacts and communicates with parties, attorneys, peace officers, judicial officers, and courtroom staff in the processing of orders that affect calendar matters and to meet the unique requirements of the courtroom in relation to a given calendar;
• Initiate new filings and other data in various computer systems; 
• Provides information regarding court procedures, answers inquiries and explains legal filing processes, explains fees and fines; 
• Receives and screens telephone calls, answering questions regarding court procedure and protocol and referring more complex questions to appropriate parties and community agencies; 
• Interacts with other offices to ensure the timely transmittal of court documents or transcripts;
• May collect and accurately distribute and records, court fines, and fees;
• Retrieves information from the Court's automated systems via computer;
• Schedules court appearances and hearings;
• Maintains electronic court records,
• Generates arrest and bench warrants;
• May manage and monitor calendar functions and minute order entries;
• Performs other related duties as required.

An educational level equivalent to a high school diploma or GED and at least three (3) years of increasingly responsible clerical experience in a court or legal setting. Sufficient administrative or advanced clerical experience that demonstrates the possession and direct application of the following knowledge, skills, and abilities, which would likely produce the required knowledge and abilities listed below. Two (2) years of college may be substituted for one (1) year of general work experience. BA or BS may be substituted for the two (2) years of the general work experience.

KNOWLEDGE OF:

• State and local statutes that govern the processing of court documents;
• State and Local Rules of Court that govern court operations including, but not limited to the processing of court documents;
• Functions and relations of the legal system, including the various divisions of the court and other agencies;
• Broad knowledge of the movement and processing of documents within a court system;
• Court calendaring rules and procedures;
• Office practices and procedures; Standard English usage, grammar, punctuation, spelling, style, and format; standard office equipment and systems; and basic arithmetic.

ABILITY TO:

• Understand, apply, and explain legal terminology and procedures; accurately implement court processes, rules, policies, and procedures;
• Interact appropriately with judges, court staff, attorneys, and the public; 
• Follow oral and written instructions, organize and maintain records, work independently, and effectively to meet court deadlines; prepare standardized forms accurately, communicate effectively orally and in writing;
• Interface with individuals in crisis while maintaining a professional and helpful demeanor;
• Maintain confidentiality;
• Use discretion in organizing activities and setting priorities;
• Use a variety of computer programs and type with speed and accuracy;
• Understand and follow written and oral instructions;
• Work well under sometimes difficult and stressful conditions;
• To work independently as well as closely with others is required;
• Be able to adapt to varying changes within the court system;
• Maintain effective relationships with co-workers;
• Independently perform an array of functions as described in the representative duties of this job specification to coordinate assigned responsibilities within a large facility or operational unit of the court.

WORKING CONDITIONS:

The work environment is generally clean, inside buildings, with limited exposure to dust, fumes, odors, and noise. Incumbents will be working under sometimes difficult and stressful conditions, with frequent deadlines and expectation to produce high quality work under limited time constraints, as well as periodic contact with angry and confrontational individuals.

ESSENTIAL FUNCTIONS:

Specific tasks and duties may vary between assignments, however, the following are considered essential functions expected of the Legal Process IV classification:

• Frequent and ongoing use of a computer terminal to conduct a variety of the more advanced clerical functions and communications;
• Periodic, regular, and/or occasional contact with employees in other court divisions, government agencies, the public, and/or vendors with the ability to converse and respond appropriately to inquiries and requests;
• Periodic to regular lifting, walking, and carrying of files, documents, and other court related materials. Incumbents must have the ability to lift and carry 10 lbs.

PHYSICAL DEMANDS:

• Strength, dexterity, and coordination and/or ability to use a computer keyboard and read a video display terminal on a regular basis;
• Ability to listen to verbal requests from the public and court staff, then respond appropriately;
• Dexterity and coordination to handle files and single pieces of paper; occasional lifting of objects weighing up to 10 lbs., such as: files, stacks of paper, reference books, and other materials;
• Frequent need to reach for items above and below desk level, sometimes with the assistance of a ladder or step-stools;
• Standing and sitting for long periods of time is periodically required.

EXAMINATION:
A screening panel will be convened to select those applicants deemed most qualified to participate in a written and/or oral examination.  The examination process will include one or more of the following: application appraisal; written examination; oral examination.

APPLICATION REQUIREMENTS: 
This recruitment requires the submission of an on-line application. No paper applications will be accepted. Completion of the supplemental questionnaire required. An electronic copy of your resume must also be submitted as an attachment to this application submission.

Please note: The Superior Court is establishing an eligibility list from this recruitment which may be used to fill Extra Help, Limited Term, and Regular vacancies. Please mark your interest clearly on your employment application under the supplemental questions section. 

The Court is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, and veteran or disability status. The Court provides reasonable accommodations for applicants challenged with disabilities. If you are challenged with a disability as defined by the Federal Americans with Disabilities Act or the California Fair Employment and Housing Act and will be requesting an accommodation in the application process, please contact Renee Hughes at rhughes@scscourt.org or Pam McGee at pmcgee@scscourt.org or (408) 882-2703 to discuss your request. TDD communication is available by calling (408) 882-2787.
 
The Court must verify the identity and employment authorization of all new employees to comply with the 1986 Immigration Reform & Control Act. This verification is required only after an offer of employment has been made. For further information regarding the required verification, please contact Human Resources at 408-882-2747.