Job: Deputy Court Clerk I/II (Open)

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Job Description

Overall Job Objective

Job Title:Deputy Court Clerk I/II (Open)
Closing Date/Time:Thu. 10/26/17 11:59 PM Pacific Time
Salary:$21.68 - $29.30 Hourly
$3,757.87 - $5,078.67 Monthly
$45,094.40 - $60,944.00 Annually
Job Type:Extra Help - Agile (Limited Term)
Location:San Mateo County, California
 
The Superior Court of California, County of San Mateo is seeking Deputy Court Clerks to perform a variety of legal office support duties for the Court's various divisions.

Under general supervision, Deputy Court Clerks receive, prepare, process and file a variety of legal documents for the family law, records, appeals, probate, criminal, civil, traffic, small claims and other divisions of the Court. Deputy Court Clerks also perform responsible office support duties adhering to legal codes and court procedures.

The Deputy Court Clerk I is an entry level position and under close supervision will learn departmental and court policies and procedures, legal terminology, and court processes and practices. Incumbents are expected to advance to the higher level Deputy Court Clerk II position after gaining experience and demonstrating proficiency which meet the qualifications of the higher level class.

The Deputy Court Clerk II is the journey, or experienced, level position fully competent to independently perform a variety of complex and detailed office and court support duties. Incumbents are expected to perform the day-to-day work with minimum supervision and to exercise sound judgment in applying legal codes and court policies and procedures.

The Court anticipates that over the next few months there will be several vacancies for Deputy Court Clerks.  The vacancies will be Limited Term positions.  Limited term positions are full-time, at will (temporary) positions.  The employees hired into the positions will be eligible to receive benefits – medical, dental, vision, leave, etc. - similar to regular employees.  In addition the employees will be enrolled in a defined contribution retirement plan, a 401A.

While the Court will be hiring for Limited Term positions, regular permanent positions are often available after one year of employment.

The eligible or hiring list created from this recruitment will be used to fill these limited term vacancies and could also be used to fill future full-time, part-time, limited term and extra-help vacancies. If you are interested in working for the Superior Court of California, County of San Mateo as a Deputy Court Clerk you are strongly encouraged to apply now!
 Examples Of Duties:
Duties may include, but are not limited to, the following:
  • Receive, review, prepare, process, and file a variety of legal documents for the family law, records, appeals, probate, criminal, civil, traffic, small claims, and other divisions of the Court.
  • Perform varied, responsible, and detailed office support duties adhering to legal codes and court procedures.
  • Research and respond to inquiries by plaintiffs, defendants, attorneys, government agencies, and the public in person or by telephone following established procedures.
  • Compute and accept payment of fees, fines, and bail; accept routine filings; issue appropriate receipts; account for monies received on a daily basis.
  • Prepare, process, sort, file, and calendar cases; make docket entries and issue legal forms.
  • Record and report courtroom proceedings and judgments; prepare minute orders, respond to correspondence, and transmit information.
  • Organize own work, set priorities, and ensure that critical deadlines are met.
  • Operate standard office equipment such as a computer, copier, desk top scanner, printers, fax machine, typewriter, calculator, telephone, and cash register.
  • Organize and maintain various files; initiate new filing systems; purge files as required; maintain tickler files and follow up as necessary.
  • May act as assistant to the courtroom clerk or may temporarily substitute for the courtroom clerk, as needed. (This typically applies only to permanent employees)
  • Perform related duties as assigned.

The ideal candidate for the Deputy Court Clerk position will possess:
  • Exceptional customer service skills.
  • A proven knowledge of general clerical practices and procedures
    Familiarity with legal processes and procedures.
  • Familiar with basic word processing programs (e.g. Microsoft word)
  • Strong organizational skills.
  • Excellent oral and written communication skills.
  • The ability to understand, interpret and apply court procedures and maintain flexibility and resiliency in a challenging and changing work environment.
  • Experience working in a court setting.

The work environment for a Deputy Court Clerk is a "typical" office space; generally clean with limited exposure to dust, fumes, odors, and noise. A video display terminal / computer monitor is used on a daily basis. Conditions can at times be difficult and stressful with frequent deadlines and the expectation to produce high quality work under time constraints. Periodic, regular, and/or occasional contact with employees in other court divisions, government agencies, the public, and/or vendors will require the ability to converse and respond appropriately to inquiries and requests. The ability to work independently as well as closely with others is required.

The position does have some physical demands which include: working at a computer terminal for extended periods of time; sitting or standing for long periods of time; stooping and reaching above shoulder level; climbing on ladders to access files on shelves; bending, lifting, and carrying items weighing up to 25 pounds; working in a fast-paced environment; utilizing normal manual dexterity and eye-hand coordination; repetitively using hands and arms; moving from one location to another; having corrected hearing and vision to normal range; communicating verbally; using office equipment, including computers, telephones, calculators, copiers, and fax machines.
 
 Qualifications:

Education and Experience: Any combination of education and experience that would likely provide the required knowledge, skills and abilities is qualifying.
  • A typical way to qualify for Deputy Court Clerk I is one year of general clerical, office assistant experience and/or related education or course work
  • A typical way to qualify for Deputy Court Clerk II is one year of experience in receiving, preparing, processing, and filing a variety of legal documents such as those found in the Court or similar legal office setting
 
Knowledge of:
  • Court office practices and procedures, legal codes, processes, and terminology and the operation of standard office equipment
  • Principles and techniques for dealing with the public, including maintaining a positive public image under stressful situations 
  • Basic personal computer usage, including keyboarding and word processing
  • Standard business correspondence
  • Correct English usage, including grammar, spelling and punctuation, and business arithmetic
 
Skill/Ability to:
  • Explain and apply a variety of legal terminology, concepts, and technical court procedures related to office support work
  • Communicate effectively both verbally and in writing
  • Maintain flexibility in a challenging and changing work environment
  • Establish and maintain effective, professional, and cooperative relationships with co-workers
  • Provide and promote a high level of public service
  • Organize, research, and maintain accurate files and records
  • Prioritize and organize work in an effective and efficient manner
  • Operate standard office equipment, including a computer, copier, fax machine, typewriter, calculator, and telephone
  • Understand and use computer systems and programs as appropriate for the assignment
  • Make accurate arithmetic calculations
  • Maintain attention to detail and perform office work accurately despite frequent interruptions
  • Exercise initiative and sound independent judgment within established guidelines
  • Understand and carry out oral and written instructions
  • Understand and maintain the necessary level of confidentiality
  • Type/keyboard at a rate of 30 net words per minute

 Application/Examination:
Anyone may apply. Responses to the supplemental questionnaire must be submitted in addition to our regular employment application form. When completing the application and the supplemental questionnaire please note that neatness, clarity of expression, spelling, punctuation, grammar and completeness will be considered in the application review process.

The examination process will consist of an Application Pre-Screening to ensure the instructions for completing the application have been followed and the minimum qualifications are met (weight: pass/fail); a Written Examination (weight: pass/fail); and a Panel Interview (weight: 100%).  Those applicants whose application passes the pre-screening will be invited to take the Written Examination.  The top 60 candidates with a passing score on the Written Examination will be invited to the Panel Interview.

Depending on the number of applicants, a screening committee may select those applicants whose education and/or experience appear to best meet the needs of the position.

Applicants will be apprised of the final date, time, and place of the examinations with as much advance notification as possible. The advertised dates (below) are firm.  All examinations will be given in San Mateo County, California, and applicants must participate at their own expense.

RECRUITMENT SCHEDULE
Final Filing Date for Applications: Thursday, October 26, 2017 by 11:59 p.m.
Written Examination Date: November 18, 2017
Panel Interview Dates: November 28, 29, and 30, 2017

IMPORTANT: Applications for this position will only be accepted online. If you are currently on the County's website, you may click the 'Apply Online' button above or below. If you are not on the County's website, please go to http://jobs.smcgov.org to apply.

The Written Examination is a basic civil service / government examination.  Most libraries and bookstores stock study guides for civil service / government examinations.  Applicants are encouraged to review these resource materials prior to taking the examination.  While the Superior Court and the County do not recommend or endorse specific books, job seekers can ask librarians or store employees for guidance in selecting appropriate study aids.

The Court does not require job applicants to disclose conviction history information until after the applicant successfully completes all examination phases for the recruitment. All passing applicants will receive instructions by email only from Human Resources staff to complete and submit a conviction history questionnaire online within a specified deadline of two business days. Failure to do so within the time frame will disqualify you from the rest of the process.  Please visit this link at http://hr.smcgov.org/conviction-information-applicants-faqs to find out more information about the conviction history questionnaire so that you can prepare accordingly.
 
The Superior Court of California, County of San Mateo is an Equal Opportunity

Analyst: Chet Overstreet (101317) (Deputy Court Clerk I/II - X046/X047)
 

 
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