Court Processing Assistant I

Superior Court of California, County of Ventura; California; On-site; USD 25,000 - 33,000; Full time

Job summary

The Superior Court of California, County of Ventura is seeking an entry-level Court Processing Assistant I to support court operations. No prior court experience is required, and incumbents will learn terminology and procedures while rotating among desks.

Under supervision, you will perform general clerical duties, handle public interactions, process documents, and assist with records, filings, and cash handling as assigned.

Qualifications

• Completion of high school or equivalent is required.
• Familiarity with basic office practices and customer service is expected.
• Ability to learn court terminology and procedures quickly.

Responsibilities

• Receive, review and file court documents for sufficiency and accuracy.
• Answer routine questions from the public in person, by phone, or by email.
• Enter and retrieve data in court databases and case management systems.
• Distribute mail, deliver court records and maintain filing systems.
• Handle cash transactions and balance cash drawer as assigned.
• Support other desks as needed and travel between court locations.

Skills

Basic office practices

Customer service

Filing and recordkeeping

Attention to detail

Phone etiquette

Education

High school diploma or equivalent

Tools

Court management systems

Job description

Ventura Superior Court is accepting applications to fill a number of vacancies and to establish a list for future vacancies.

This is an entry level position, and applicants are not required to have Court experience.

Under general supervision, performs specialized clerical duties in support of Superior Court of California, County of Ventura operations; and performs related duties as required.

The Court Processing Assistant I is the entry level position designed for incumbents to gain knowledge, understand appropriate and necessary legal terminologies used within the court, and learn about the court's various functions and operations. Incumbents are expected to perform a variety of general clerical duties associated one segment of court operations while learning to apply specialized court/legal practices and procedures applicable to the assigned work unit/function/desk.

Incumbents in the CPA series typically rotate among various desk assignments in their assigned department for the purpose of training and development, as well as supporting the operational needs of the court to better serve the public and/or its clientele.

NOTE: Applicants with equivalent experience in a court environment in the state of California and possession of the knowledge, skills and abilities, may qualify for CPA II/III. Human Resources review is required.

• Follows oral and written directions and carries out instructions related to assigned tasks or other areas encountered during course of work.
• Frequently performs telephone and public counter duties.
• Frequently answers routine questions from members of the public regarding forms, court processes, procedures and rules, in person, by phone, or e-mail, without providing legal advice.
• Refers customers to appropriate court staff or appropriate services, when needed.
• Receives and examines legal documents for sufficiency, completeness, conformity, jurisdiction and/or validity before acceptance for processing or entry into the court's database system.
• Accesses databases and court case management systems to retrieve information.
• Accesses databases and court case management systems to enter or update information accurately, timely and efficiently.
• Completes a variety of routine forms, correspondences and other court documents.
• Opens sorts and distributes mail; sends and delivers faxes; delivers and retrieves court records, exhibits and documents to and from various courtrooms, court locations, storage locations, and/or departments.
• Images case documents; archives case files and exhibits; organizes, retrieves and purges files, documents and exhibits.
• Retrieves, organizes and maintains all exhibits submitted in evidence, including valuables and weapons.
• Uses tact and courtesy in dealing with the public, including sensitive and confidential situations, in person, by phone or by e-mail.
• Maintains confidentiality of court documents, information and records at all times.
• Depending on assignment, incumbent performs cashiering duties, such as counting money and making accurate change, and balancing cash drawer at the end of the shift.
• Establishes and maintains effective working relationships with judicial officers, court employees, members of the public and others encountered in the course of work.
• Performs back-up for other desks and provides support as related to this position, which may require travel to other court locations as needed.

Education

Completion of high school or its equivalent.

Level I: Any combination of experience, training or education equivalent to one (1) year of full-time experience working in an environment performing clerical duties, providing customer service and utilizing basic computer skills. Cash handling experience is desirable. Applicants must demonstrate possession of knowledge, skills and abilities required for this level.

Education Substitution

Six (6) months of clerical experience may be substituted with completion of a training program from a recognized occupational training program in general office practices, accounting, business math, business education, bookkeeping or other closely related field that will provide the equivalent experience, or attainment of a related college degree from an institution recognized by the college/university systems in the United States.

Required Knowledge, Skills and Abilities

Knowledge of

• Basic office practices and procedures.
• Filing practices and procedures.
• Practices, procedures and techniques applicable to both computerized and manual record keeping.
• Principles of basic customer service and telephone etiquette.
• Basic English usage, grammar, and spelling.
• Basic arithmetic functions.
• Basic cash handling practices.
• Telephone usage and etiquette.

Abilities

• Ability to learn and understand specialized information, including codes, rules, policies, procedures, forms and legal terms.
• Ability to perform official actions that require high attention to detail and application of code, rule and specific procedural requirements.
• Ability to prepare standardized forms accurately and efficiently.
• Ability to learn court methods, procedures, rules and legal terminology.
• Ability to read and understand court forms, and written instructions or procedures.
• Ability to verify original and required signatures on documents as required by applicable procedures.
• Ability to accurately code, index and file a high volume of official documents, in accordance with regulations and standard office procedures.
• Ability to perform basic mathematical calculations to count court fees and fines.
• Ability to properly record monetary transactions into the computer system, issue receipts, provide correct change and balance cash drawer.
• Ability to communicate clearly and effectively in English.
• Ability to speak, read and write in certain second language for certain assignments and, if required for the position, will be compensated in accordance with the court's bilingual incentive policy and applicable MOU provisions.
• Ability to alphabetize, spell and punctuate correctly, compose simple documents, proofread for accuracy to identify omissions and errors.
• Ability to learn to determine the sufficiency and accuracy of legal documents submitted for filing in assigned unit.
• Accurately process detailed alphabetical and numerical information.
• Ability to work cooperatively with the public, co-workers, supervisors, managers, justice partners, judicial officers.
• Ability to interact with people from diverse ethnic backgrounds and socio-economic status.
• Ability to understand and follow oral and written instructions.
• Ability to see well enough to read legal documents, written correspondence and computer screens.
• Ability to hear well enough to understand and respond to directions and inquiries in person and on the telephone often with competing background noises.

General Physical requirements

• Ability to use a personal computer and its peripherals for extended periods of time.
• Ability to sit for extended periods of time.
• Ability to work in an environment that includes frequent interruptions and simultaneous attention to multiple tasks.
• Ability to grasp and/or manipulate files, binders, pieces of paper or small objects.
• Ability to prepare, review and inspect court records, documents or office equipment with ordinary visual acuity.
• Ability to use hands and arms for prolong period of time to perform writing, filing, document stamping and/or keyboarding.
• Ability to reaching at or above shoulder level.
• Ability to hear average or normal conversations, by phone or in person.
• Ability to speak verbally to convey detailed or important instructions or ideas, by phone or in person.
• Ability to work alone or closely with others.
• Frequently stand or walk part of the time with frequent bending, stooping, squatting, twisting, and reaching.
• May require movement throughout the courthouse delivering and/or retrieving forms, files, materials and information to and from other departments, including lifting file boxes, files or binders up to 20 lbs.
• Require pulling and pushing of a cart to move files or office materials throughout the court.

Physical requirements for Records and exhibits Department

Depending on desk assignment, incumbent assigned to this unit may be required to:

• Provide counter and/or telephone duties that require sitting for an extended period of time.
• Daily driving court vehicle for mail delivery and pick-up if assigned to mail and courier desk. *
• Frequently carry, lift or move file boxes and other objects weighing up to 20 pounds to place them on a cart, for storage or purging.
• Frequent pulling and pushing of a cart to move files or other court related materials and exhibits to the courtrooms, storage locations or for purging.
• Frequently move throughout the courthouse to deliver and retrieve forms, files, file boxes, binders, exhibits, and materials by transporting them in a pushcart.
• Frequently stand, walk, bend, squat, stoop, reach, and/or kneel.
• Frequently climb ladders or step stools and work off elevated surfaces to reach for exhibits or case files.

*Current and valid California Driver's License is required for incumbents assigned to mail and courier desk.

Physical requirements for jury services Department

• Ability to speak in public to provide jurors orientation.
• Push and pull chairs and tables back in place in the jurors' waiting roomin the beginning or at the end of each business day.

Work Environment

• Shared office environment with varying degrees of hot and cold air and lighting condition.
• May be required to travel to other court or training locations.
• Must be able to traverse indoors and outdoors, over uneven surfaces and pavement in all types of weather.
• Constant interruptions and various office noises, with high volume of telephone and personal interaction.
• Ability to adapt to varying workstation or environment, such as basements and/or enclosed areas.
• Exposure to dust, copier and printer toners.