Court Clerk

A Court Clerk is an important part of the judicial branch and is often the face of the Court for members of the public. This position is interesting, challenging and extremely rewarding.  It is an excellent beginning to a career in the judicial branch, as it offers opportunities for growth both within the Court Clerk classification and beyond, in other operational and/or administrative areas of the Court. As a Court Clerk with Placer Superior Court, you will be part of a fantastic team and enjoy a competitive compensation package, including great benefits.

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 per minute (WPM), utilizing a 5-minute test, and will be required to pass a certification test prior to employment.  

GENERAL REQUIREMENTS

Criminal History and Background Checks: Candidates are required to pass a fingerprint clearance by the Federal Bureau of Investigation (FBI) and Department of Justice (DOJ). Convictions, depending on the type, number and date, may be disqualifying.

License Requirement: Possession of a valid driver’s license or the ability to provide alternate methods of transportation that meets job requirements.  

Physical Requirements: 

While performing the duties of this job, the employee is required on a continuous basis to:

• Sit at a desk for extended periods of time in front of a computer screen; 
• Demonstrate strength, dexterity, and coordination of hands to fingers to use a computer on a daily basis;
• Sit for long periods of time;
• Stand, and walk from place to place within the office;   
• Routinely handle files of varying weights and thickness, single pieces of paper or stacks of papers and reference materials;
• Frequently twist or reach for items above and below desk level and reaches with hands and arms above shoulders and below the waist;
• Climb stairs when elevator is not accessible; 
• Balance, bend at the waist or kneel
• Occasionally required to lift and/or move objects weighing up to twenty-five (25) pounds;
• Possess vision abilities required by the job including close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus to enable employee to decipher color coded files, forms, complete data entry and read operating instructions and procedures;.  
• Possess hearing and speaking abilities required to clearly communicate with court staff and the public in person, on the telephone or in the courtroom.

Working Conditions: Job duties are generally performed in an indoor office setting with environmental controls.  Assigned incumbents are expected to work inside buildings, alone, or closely with others.  Assigned work is performed in a standard court setting with open cubicles, at the front public counters or in offices or an assignment in a courtroom.  Routine noises and noise levels occur within the work environment.  Staff may be assigned to various court locations in the county.

Normal business hours are 8:00 a.m. to 5:00 p.m., Monday through Friday. Overtime may occur on an occasional basis.

Special Working Conditions:  Exposure to individuals who may be verbally hostile/abusive; allergens such as dust, perfume, unpleasant body/clothing odors.   There may be exposure to evidence and testimony which may be disturbing.

Reasonable accommodation may be available to a qualified individual with a disability if it will enable them to perform the essential functions of this classification. If reasonable accommodation is required to participate in the recruitment process or to perform any of the functions and related tasks assigned or which may be assigned, please contact the Human Resources Division.

This document is intended to describe the general nature and level of work performed by individuals assigned to this job classification.  It is not intended to provide an exhaustive list of all duties and responsibilities of personnel in all divisions and/or a location so classified, nor is it intended to limit the authority of supervisors or managers to assign or direct the activities of employees.