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Job Description

COURT/LEGAL CLERK II

JOB CODE 00520

Effective Date:	Rev. 11/07A

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to perform a variety of specialized clerical tasks in various sections of the Municipal Court, Law Department, and Public Defender's Office. Some incumbents in the Municipal Court work in courtrooms, including jail court. Court/Legal Clerk II is distinguished from other clerical classifications by the knowledge of court or legal policies and procedures. Court/Legal Clerk II is distinguished from Court/Legal Clerk I by the greater variety and difficulty of work assignments, and the requirement to work independently and efficiently in situations where the consequence of error is high. Work is performed under the general supervision of a Court/Legal Clerk III, Court Supervisor, or other supervisor.

ESSENTIAL FUNCTIONS:

• Reviews court or case files for accuracy and completeness, determines next appropriate action, and forwards files for proper handling;
• Sorts, separates, arranges, and files (alphabetically and numerically) court or legal documents;
• Answers telephone calls and responds to inquiries, or forwards calls to appropriate person;
• Locates and retrieves documents or files, and gives proper documents to the judge, prosecutor, or other authorized individuals;
• Schedules court dates and notifies defendants, attorneys, prosecutors, and probation officers by mail;
• Initiates and prepares continuance forms for cases to be held for a later date, entering the reason for continuance into a computer data base;
• Reviews dockets and/or case files, and makes necessary corrections and documentation;
• Audits and verifies court or case files for discrepancies;
• Prepares and distributes forms, lists, motions, subpoenas, letters, and related documents;
• Resolves problem case files;
• Collects fees for copies made and returns appropriate change;
• Compiles and maintains statistical information;
• Schedules work dates for defendants assigned to the Work Alternative Program;
• Answers questions from entry-level staff regarding interpretation of operational problems;
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

Required Knowledge, Skills and Abilities:

Knowledge of:

• Policies and procedures of the Municipal Court, Law Department, or Public Defender's Office.
• English and business arithmetic.

Ability to:

• Operate a computer terminal or other keyboard device to enter or retrieve information.
• Work cooperatively with employees and the public, often under stressful circumstances.
• Communicate orally with defendants, co-workers, and the public in a tactful and courteous manner, in face-to-face one-to-one settings, group settings, or using a telephone.
• Operate a variety of standard office equipment requiring continuous or repetitive arm-hand movements such as a keyboard and calculator.
• Make arithmetic calculations with speed and accuracy.
• Learn tasks and duties primarily through oral instruction and observation. This learning takes place mainly in an on-the-job training setting.
• Work safely without presenting a direct threat to self or others.

Additional Requirements:

• Appointments to positions in the Municipal Court, Law Department, and Public Defender's Office are subject to meeting appropriate background standards.
• Employees who are skilled in a second language may be called upon to use that skill in the routine performance of their duties.
• Some positions will require the performance of other essential and marginal functions depending upon work location, assignment or shift.
• Some positions will require the use of personal or City vehicles on City business. Individuals must be physically capable of operating the vehicles safely, possess a valid driver's license and have an acceptable driving record. Use of a personal vehicle for City business will be prohibited if the employee is not authorized to drive a City vehicle or if the employee does not have personal insurance coverage.

ACCEPTABLE EXPERIENCE AND TRAINING:
Two years of clerical or public contact experience, including a minimum of one year in a courtroom or law office. Other combinations of experience and education that meet the minimum requirements may be substituted.