Extra Help - Legal Processing Clerk II

Tulare County Superior Court; Visalia (CA); On-site; USD 1,364,000 - 1,942,000; Part time

Job summary

Tulare County Superior Court is seeking a Court Legal Processing Clerk II to perform specialized and general legal office clerical duties, under supervision, handling filing, data entry, and court calendaring. The qualified candidate can work up to 29 hours a week or up to 1200 hours a fiscal year, with duties ranging from processing legal documents to assisting attorneys and the public.

Strong attention to detail, knowledge of filing procedures, English usage, and cash handling are required;

Qualifications

• High school diploma or equivalent and legal clerical training/education.
• 1 year general clerical experience including six months of legal clerical duties.
• Ability to type at a practical speed and work with case management systems.

Responsibilities

• File, date, stamp or pull files as a deputized court employee.
• Enter legal filing information into computer systems.
• Receive legal documents for filing or for judge's signature.
• Assist with indexing documents and enter in register of actions.
• Collect fees for filings and provide receipts for transactions.
• Review documents for completeness and conformity with codes.
• Respond to inquiries from attorneys, departments and the public.
• Set cases on court calendar using case management software.
• Prepare abstracts of Judgment and Writs of Execution.
• Prepare and mail notices of court activities and changes.
• Type daily calendar for matters; issue citations and subpoenas.
• Train staff in document processing and review.

Skills

English usage

Cash handling

Legal terminology

Filing systems

Data entry

Communication with public

Attention to detail

Education

High school diploma or equivalent

Legal clerical training/education

Tools

Case management software

PC & office equipment

Job description

To perform specialized and general legal office clerical duties and provide responsible office assistance as assigned for the Superior Court.

*The qualified candidate can work up to 29 hours a week or up to 1200 hours a fiscal year. *

DISTINGUISHING CHARACTERISTICS

The Court Legal Processing Clerk II work under general supervision and, within a framework of established procedures, is expected to perform a variety of specialized legal office clerical duties. Incumbents may be responsible for other, more specialized, complex and difficult legal office duties.

SUPERVISION RECEIVED AND EXERCISED

• A Court Manager I/II, or other higher-level management position provides supervision.

(Essential duties may vary from position to position within this classification. Reasonable accommodation will be made when requested and determined by the Court to be appropriate under applicable law.)

1. File, date, stamp or pull files as a deputized court employee as documents and files are received and requested through the mail or at the counter
2. Use automated equipment, such as a personal computer, to enter and obtain legal filing information
3. Receive legal documents for filing, recording or for judge's signature.
4. Assist with indexing documents filed and enter in register of actions in case management system
5. Collect fees for document filing, civil actions, criminal judgments, traffic fines and other court actions, accurately calculate and provide change for cash payments and provide detailed receipts to document transactions.
6. Review legal documents for completeness; determine conformity with government codes
7. Respond to inquiries and requests for information from attorneys, other departments and the general public, including searching records
8. Set cases on court calendar if required by job function using case management system and other related software as required
9. Receive and sort daily mail to appropriate desk, court, manager, judge or other person or party identified; resend mail incorrectly distributed
10. Return unacceptable documents for proper completion and contact parties involved
11. Prepare abstracts of Judgment and Writs of Execution
12. Prepare, post and mail notices to interested parties and attorneys of court activities, procedural changes, fee increases and other news of note
13. Assist in training employees in processing and reviewing documents
14. Type daily calendar for civil, criminal, juvenile and contested probate matters
15. Issue citations, summonses and subpoenas
16. Receive exhibits from other court clerical staff and maintain in appropriate file
17. Coordinate with higher courts, attorneys and judges in the preparation of transcripts and case files on appeals
18. Serve as a representative of the Court, displaying courtesy, tact, consideration and discretion in all interactions with other members of the Court community and with the public

MARGINAL FUNCTIONS

1. Perform related duties as assigned.

Knowledge of

• Correct English usage, spelling, grammar and punctuation
• Math sufficient to perform addition, subtraction, multiplication and division including use of fractions, decimals and percentages
• U.S. monetary system and cash handling procedures
• Basic legal terminology and documents; court and judicial system procedures
• Alphabetical, numerical, non-numerical and legal filing systems and procedures
• Report and form design, and production methods
• General function and purpose of legal offices

Skill/Ability to

• Learn the organization, process and operating functions of the Court to which assigned
• Perform basic legal clerical work including the maintenance of appropriate case files and records and related statistical and general reports
• Verify and enter data for a variety of lists, logs and reports
• Understand and carry out verbal and written instructions
• Communicate with the public, agencies, and court officials on legal matters
• Establish and maintain effective working relationships with court staff and the public
• Organize work and set priorities
• Perform work with accuracy and attention to detail
• Accurately accept fee payments, calculate return change from cash payments and provide appropriate receipt documentation for transactions
• Work under general supervision
• Prepare a variety of charts, graphs, and other special document
• Analyze and correct operational, procedural, and programmatic problems encountered in the course of work
• Keyboard at 35 words per minute
• Operate a computer and other office related equipment
• Punctually arrive at workstation

Education and Experience

Any combination of education and experience that could likely provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the knowledge, skills, and abilities would be:

• Education: Equivalent to completion of the twelfth grade, and specific legal clerical training and/or education
• Experience: One-year general clerical experience including six months of experience performing legal clerical duties in a private, Court or County legal office

DESIRABLE EMPLOYMENT STANDARDS

Knowledge of

• The more complex legal terminology, documents, and terms used in the Courts.

Skill/Ability to

• Identify the need for, and develop and implement, new forms or procedures.
• Read and understand computer printouts.
• Transcribe from a Dictaphone.
• Read, understand, and explain codes, ordinances and laws.
• Operate office automation and related equipment, format documents, and perform difficult operations.

WORKING CONDITIONS

The demands and work environment characteristics described here are representative of those that must be met or are encountered by an employee while successfully performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Regularly Required

• Sit at a desk and/or in front of a computer video display terminal
• Twist and bend neck
• Repetitive hand movement while performing computer data entry as well as writing
• Travel within and to various court divisions
• Reach below shoulder height

Frequently Required

• Grasp, lift and move items weighing up to 10 lbs.
• Push and/or pull drawers of desk and/or file cabinets
• Tolerate moderate exposure to dust

Occasionally Required

• Kneel, crouch and stoop while retrieving materials
• Tolerate mild noise leve