Legal Process Clerk I

Alameda County Sheriff's Office is looking to fill an immediate vacancy for the position of Legal Process Clerk I in the Records and Warrants Unit.  This recruitment will be to fill the current vacancies and create an eligible list for future vacancies in both the Warrants and Records section as well as the Civil Unit.

About The Alameda County Sheriff's Office

The Alameda County Sheriff's Office is a full-service law enforcement agency accredited through the Commission on Accreditation for Law Enforcement Agencies (CALEA) and the American Correctional Association (ACA). Additionally, the agency's health care provider, Prison Health Services, has dual accreditation through the National Commission on Correctional Health Care (NCCHC) and the California Medical Association (CMA).  Together these form what is referred to as the "Triple Crown" of accreditation (ACA, NCCHC/CMA and CALEA) awarded by the National Sheriff's Association.  Additionally, the Sheriff's Office Crime Lab is nationally accredited by the American Society of Crime Laboratory Directors (ASCLD).  The Sheriff's Office Explosive Ordinance Disposal Unit has also been awarded national accreditation through the Bomb Squad Commanders Advisory Board.
The Sheriff's Office has a current adjusted net budget of approximately $185.7 million and has over 1500 authorized positions, including in excess of 1000 sworn personnel. The agency's Chief Executive Officer is Sheriff Gregory J. Ahern, who is assisted in the operation of the agency by Undersheriff Richard T. Lucia, Assistant Sheriff's Brett Keteles and Casey Nice.

The Sheriff of Alameda County is responsible for a vast array of tasks and duties, including the following:
• Providing security to the Consolidated Superior Courts
• Operating the Coroner's Bureau
• Operating a full service criminalistics laboratory
• Performing Civil Process
• Operating a County Jail (Santa Rita)
• Operating the County Office of Emergency Services
• Providing patrol and investigative services to the unincorporated areas of Alameda County
• Pursuant to contractual agreements, providing patrol and investigative services to the City of Dublin, Peralta
• Community College District, Oakland-Alameda County Coliseum complex, Oakland International Airport,
• Highland County Hospital, Social Services, and to the Alameda-Contra Costa Transit District
• Conducting a basic academy pursuant to Police Officer Standards and Training (P.O.S.T.) requirements.
• Providing Fish and Game enforcement
• Project Director of the Narcotics Task Force
• Serving as the Executive Director of the Sexual Assault Felony Enforcement (SAFE) Task Force
• Operating a Marine Patrol Unit in the San Francisco Bay waters.

For additional information, you may visit the Sheriff's Office website at:  http://www.alamedacountysheriff.org/

Legal Process Clerks in the Records and Warrants section, under general supervision at the higher level and close supervision at the lower level, receive, examine, prepare and process a variety of documents in the Sheriff's Office and perform support duties related to law enforcement functions.   All employees in this classification must be available to work all shifts.  The shifts employees are required to work in this unit are the day shift (7:00am to 3:00pm), swing Shift (3:00pm to 11:00pm) or midnight shift (11:000pm to 7:00am); including weekends and holidays.  The Records and Warrants Unit is open 24 hours per day, 365 days per year.

DISTINGUISHING FEATURES

This is a specialized clerical class, distinguished from the Specialist Clerk’s series in that the Legal Process Clerk assigned to the Warrant Section of the Sheriff’s Office must be certified by the Department of Justice as Full Access Operators, able to inquire, enter or update information through the (CLETS) California Law Enforcement Telecommunications System and (NCIC) National Crime Information Center. Legal Process Clerks perform specialized complex technical law enforcement functions, and perform an independent program function in support of the badge personnel with the Sheriff’s office. They are responsible for maintaining all entries made in a wide range of law enforcement computer systems. Legal Process Clerks are required to have a thorough knowledge of multiple automated telecommunication systems at the County, State and National level. Legal Process Clerks, assigned to the Civil Unit are responsible for eliciting information from or assisting people in various stressful situations, such as evictions, having their wages or bank accounts garnished, and legal actions being brought against them.

The lower level is a training class under close supervision. Incumbents at the higher level are expected to perform their work with minimum supervision. After one year at the training level, incumbents are expected to promote to the II level of this flexibly staffed classification.

In addition to meeting the minimum qualifications listed below, the ideal candidate will be a task-oriented, team player with experience working in a legal environment.

• A competency for accurately completing assignments and tasks, while paying attention to detail and set processes.
• A proven track record of consistently managing time and resources in a high-stress environment to appropriately prioritize and complete goals and objectives.
• A history of effectively analyzing data and finding errors within various reports, records and systems.
• A superior command of both written and oral communication with experience communicating and managing conflict.
• A demonstrated expertise with automated systems such as the California Law Enforcement Telecommunications System(CLETS) and the National Crime Information Center(NCIC).
• A strong knowledge of general legal terms, codes, forms and documents.

Legal Process Clerk I

Either I

The equivalent of one year of full-time experience in the class of Clerk II or in an equivalent or higher level clerical class in the Alameda County classified service. (Non-classified includes District Attorney’s Office, Hospital Authority, and the Consolidated Courts.)

Or II

The equivalent of two years of full-time clerical experience. (Possession of an Associate of Arts degree from an accredited college may be substituted for one year of the required experience.)

Special Requirements: For Both Levels I & II

1. A thorough background investigation will be conducted on all prospective Legal Process Clerks.
2. Ability to use a typewriter and a terminal keyboard.
3. Positions assigned to the Consolidated Criminal Records, Warrant Section are required to work shifts, weekends, holidays and overtime when necessary. The incumbent must successfully complete the N.C.I.C. Certification process, as a Full Access Operator.
4. Legal Process Clerks assigned to the Civil Section must successfully complete the N.C.I.C. Certification process, as Less Than Full Access Operator.
5. Legal Process Clerks assigned to the Civil Section are required to attend a 40 hour Basic Civil School.

NOTE: The Civil Service Commission may modify the above Minimum Qualifications in the announcement of an examination.

The most suitably qualified candidates will possess the following competencies:

NOTE: The level and scope of the following knowledge and abilities are related to duties listed under the “Examples of Duties” section of the specification.

Knowledge of:

• Modern office practices and procedures.
• Filing.
• Operation of standard office equipment
• Business correspondence.
• Legal terminology, general legal forms and documents.
• Procedures involved with filing, recording and processing legal documents.
• A variety of Criminal Justice manuals and automated records management and telecommunications systems, subsystems, and networks. Must also know how these systems interrelate.
• Various law codes such as the Penal Code, Health and Safety, Welfare and Institutions, Municipals Codes, and other statutory codes.
• Applicable codes, ordinances and legal procedures governing the processing and dissemination of criminal history and incident report information.
• Criminal justice procedures, functions and relationships of Criminal Justice Systems, Courts and Law Enforcement Agencies.
• Basic legal process and policies.
• Civil and criminal procedures and evidence.
• Functions of the Sheriff’s Office.

Ability to:

• Independently perform clerical assignments that require research of pertinent legal codes.
• Interpretations and applications of various legal codes and procedures.
• Identification and correction of errors in legal documents with accuracy and speed (legal Compliance).
• Language usage and mathematical computations).
• Organize and prioritize completion of constant inflow of legal documents.
• Maintain accurate records.
• Communicate and orient relevant parties (peace officers, legal professionals, public and private institutions and the general public) on legal procedures and requirements.
• Establish cooperative and effective working relationships with co-workers and the public.
• Independently resolve problems for which there’s no immediate clear policy.
• Work independently with only general supervision and/or no on-going, on site clerical supervision
• Analyze and problem solve.
• Organize and prioritize completion of constant inflow of legal documents.
• Work under pressure.

Alameda County utilizes a Civil Service Selection System founded on merit.  Such a system is competitive and based on broad recruitment efforts and equal opportunity for qualified applicants to test in an examination process designed to determine the qualifications, fitness and ability of competitors to perform duties of the vacant position.  Many of our recruitments are targeted and specific to the needs of a current vacant position, in which case, the eligible list may be exclusively used for that current vacant position.  Other recruitments many be more broadly used for both current and future vacancies, or for other alternate jobs with comparable scopes of work.

To learn more about our recruitment and selection process, please visit the "What You Need To Know" section of our website:  www.acgov.org/hrs.

WE RESERVE THE RIGHT TO MAKE CHANGES TO THE ANNOUNCED EXAMINATION STEPS

Applicants will be informed via email with reasonable notice in advance of any examination process which will require their attendance.  The following dates are tentative and subject to change based on the needs of the Agency.

TENTATIVE SELECTION PLAN

Deadline for filing:  5:00 p.m., Monday, April 15, 2013 (Applications will only be accepted on-line)
Application and Supplemental Questionnaire Review for "Ideal Candidate": April 22, 2013. Your supplemental questionnaire must be fully completed in order to be considered for the next phase of the selection process.
Written Examination: Monday, May 6, 2013
Oral Examination: Monday, May 20, 2013

Type of Exam (New Open Assembled)

Applications will be screened according to the qualifications outlined in the Ideal Candidate section of the brochure.  The most qualified candidates will be invited to participate in the selection process.

The Human Resource Services Department will make reasonable efforts in the examination process to accommodate qualified individuals with mental and physical disabilities, and/or medical conditions in accordance/compliance with the State Fair Employment Housing Act (FEHA), Federal Americans with Disabilities Act (ADA) of 1990, and Alameda County Resolution No. R-83-773.  To request an accommodation due to a disability during this or other phases of the selection process, please contact the Human Resource Services Department at (510) 272-6472 before the final filing deadline. Alameda County Human Resources Services will require documentation to substantiate a request for reasonable accommodation. In order to qualify for a reasonable accommodation, applicants must have a permanent disability pursuant to the U.S. Equal Employment Opportunity Commission's statute of the Americans with Disability Act of 1990, as amended, and/or the California Department of Fair Employment and Housing (DFEH) Act.

For more information regarding our Reasonable Accommodation procedures, please visit our website, www.acgov.org/hrs

**WE RESERVE THE RIGHT TO MAKE CHANGES TO THE ANNOUNCED RECRUITMENT & SELECTION PLAN.

ABOUT THE COUNTY

Alameda County, located on the east side of San Francisco Bay, is California’s seventh-largest county.  The County employs 9,080 full-time employees and operates on an annual budget of $2.39 billion.  Oakland, the County seat, is California’s eighth largest city.  One and a half million people call Alameda County home and live in a variety of incorporated cities, unincorporated communities and rural areas.  As a major urban county, Alameda provides a full range of services to its citizens.  The County is a blend of culturally and ethnically diverse communities, and its mixture of cosmopolitan and suburban areas provides the perfect environment for families and their active lifestyles.  The County offers extensive cultural resources, countless recreational opportunities and an array of fine public and private colleges and universities.

 

BENEFITS FOR NON-MANAGEMENT POSITIONS

MEDICAL PLANS

The County offers HMO and PPO medical plans.  The County has two contributions structures, 1) County contributes 100% of the lowest cost HMO; or 2) County contributes 90% of the HMO plans and 90% of the lowest cost HMO towards the PPO.  The County contribution can be prorated based on the number of work hours up to 50% of the standard hours in a pay period.  If an eligible employee waives all medical coverage through the County, a monthly stipend may be provided.

DENTAL PLANS

The County offers two Dental Plans: PPO and Dental Maintenance Option (DMO). The County contributes 100% of the family coverage for both plans as long as the employee works at least 50% of the standard hours in a pay period. The PPO option plan design is 100% Preventative, 80% Basic Care, 80% Major Care with a $45 per individual deductible and annual maximum up to  $1,450 per year.  The DMO option has an orthodontic benefit for children as well as adults.

VISION BENEFIT

The County offers two Voluntary Vision Plans through Vision Service Plan (VSP) for eligible employees.  The two plans consist of a low option and a high option that offer annual eye exams and coverage for various frames and lenses.  The Voluntary Vision Plan is 100% employee paid and is available for employees and their dependents.  In addition, an annual eye exam is covered for participants in the HMO Medical Plans with corresponding co-pay. 

A Vision Reimbursement Plan is available for some union bargaining units who have a provision in their Memorandum of Understanding that after six months of continuous service, Vision Reimbursement for eye lenses or contacts is provided up to a set dollar amount. This vision reimbursement benefit is available to employees only.

COUNTY ALLOWANCE DOLLARS

The County provides up to $300 of flex dollars annually, dependent upon the eligible employee's represented or unrepresented classification.  These flex dollars can be used to pay for medical premiums.  The unused portion of these flex dollars are deposited into a Health Flexible Spending Account for the employee, which can be used for unreimbursed medical expenses. 

HEALTH FLEXIBLE SPENDING ACCOUNT

Employees may opt to salary contribute on a pre-tax basis up to $5,000 for eligible out of pocket medical, dental and vision expenses such as: prescription co-pays, office visit co-pays, prescription eye glasses or contact lenses.

DEPENDENT CARE ASSISTANCE PROGRAM

For employees who have either children under age 13 or dependents (parent, sibling or in-law incapable of self-care) that are dependent upon the employee for care can salary contribute on a pre-tax basis up to $5,000 annually. These pre-tax dollars can be used to pay for day care expenses provided by a licensed facility.

LIFE INSURANCE

The County pays for a Basic Life Insurance policy of $9,000 up to $20,000 for an employee based on the affiliation with their appropriate union.

COMMUTER BENEFITS

For the 2011 Plan Year, an employee can set aside up to $230 a month in pre-tax dollars to pay for qualified work-related parking and commuting to and from work transit fees.

HOLIDAYS

Most employees are provided 11 paid holidays plus four floating holidays dependent upon the union bargaining unit.

VACATION AND SICK LEAVE WITH PAY

Vacation accrual ranges from two weeks to five weeks depending upon years of service and the union bargaining unit to which the position is assigned. Sick leave accruals are based on the union bargaining unit and are defined in the corresponding Memorandum of Understanding.

EMPLOYEE ASSISTANCE PROGRAM (EAP)

The County has an EAP available for employees, spouses/domestic partners and eligible dependents.  This program provides services such as: counseling, financial consulting, child and elder care consulting and some legal counseling.

DISABILITY or INCOME REPLACEMENT

Two voluntary plans are offered: Short-term Disability and Long-term Disability can be purchased through a payroll deduction or with accrued vacation hours depending upon the union bargaining unit.

LONG TERM CARE

This voluntary benefit extends care for yourself and/or your spouse and/or your parents who experience a serious accident, chronic illness or frailties of old age. Places where care can be provided are: in one’s home, at a nursing home, at an assisted living facility or adult day care center.

 RETIREMENT

The County retirement program is a Defined Benefit plan governed under the provisions of the California Government Code and  is commonly referred to as a 1937 Act retirement system. County retirement is based upon several factors including but not limited to one’s age upon entrance into the retirement system, the year entrance occurred, contributions made into the retirement system, compensation and years of service. Specific questions regarding the County’s retirement system should be directed to the Alameda County Employees’ Retirement Association.   

DEFERRED COMPENSATION

The County offers a Deferred Compensation program where an eligible employee can voluntarily contribute on a pre-tax and/or after-tax basis, a minimum of $20 per pay period up to the total annual contribution limit.

ADDITIONAL INFORMATION

VETERAN’S PREFERENCE
Those claiming additional preference points as a VETERAN must submit a copy of the DD214 form on the day of the oral examination. Those claiming additional preference points as a DISABLED VETERAN must submit a copy of the DD214 form and a letter from the Department of Veteran Affairs confirming eligibility for additional points on the day of the oral examination.

REASONABLE ACCOMMODATION
The Human Resource Services Department will make reasonable efforts in the examination process to accommodate qualified individuals with mental and physical disabilities, and/or medical conditions in accordance/compliance with the State Fair Employment Housing Act (FEHA), Federal Americans with Disability Act (ADA) of 1990, and Alameda County Resolution No. R-83-773.  To request reasonable accommodation, you must notify the Human Resource Representative listed on this bulletin as soon as possible and before the last day to file, in order to make the necessary arrangements during each step of the examination process.                                                               (510) 272-3703 (TDD)

DISASTER SERVICE WORKER
All government employees are disaster service workers as defined by California Government Code Section 3100.  In addition to everyday duties, employees have the added responsibility of helping throughout any disaster.

DMV EMPLOYER PULL NOTICE PROGRAM
All county employees who drive on county business are required to enroll in the California Department of Motor Vehicles Employer Pull Notice Program in an effort to promote driver safety.  Employees’ driver record reports will be released to the County Safety Officer in Risk Management to ensure that employees have valid driver’s licenses and are eligible to drive on county business.

BACKGROUND INVESTIGATION
An applicant’s previous employment may be investigated.  Results of this investigation may be cause for disqualification.  Also, all convictions will be reviewed and may result in a request for additional information or termination of employment.  A conviction record will not necessarily disqualify an applicant from employment.  Each case will be given individual consideration, based on job-relatedness.

MEDICAL EXAMINATION
All prospective county employees must pass a medical examination before beginning employment.  For positions which require a commercial driver’s license and the performance of functions defined as “safety sensitive,” Federal law and County policy requires that the examination include a drug screening process.  Offers of employment are conditional upon successful completion of this examination.

Alameda County is an Equal Opportunity/Affirmative Action employer.  Women, ethnic and racial minorities and persons with disabilities are encouraged to apply.  Applicants will be considered without regard to their race, color, religion, sex national origin, age, disability, sexual orientation, or any other non-job-related factor.

 

All notices related to County recruitments for which you have applied will be sent/delivered via email. Please add @acgov.org and alamedacountyHR@acgov.org as accepted addresses to any email blocking or spam filtering program you may use. If you do not do this, your email blocking or spam filtering program may block receipt of the notices regarding your application for recruitments. You are also strongly advised to regularly log into your County of Alameda online application account to check for notices that may have been sent to you. All email notices that will be sent to you will also be kept in your personal online application account. You will be able to view all of your notices in your online application account by clicking on the 'My applications' button on the Current Job Openings page.

Please take the steps recommended above to insure you do not miss any notices about a recruitment for which you have applied. The County of Alameda is not responsible for notices that are not read, received or accessed by any applicant for a County recruitment.

NOTE: All notices are generated through an automated email notification system. Replies to the email box alamedacountyHR@acgov.org are routed to an unmonitored mailbox. If you have questions please go to our website at www.acgov.org/hrs. You may also contact the Human Resources Analyst listed on the bulletin for the recruitment for which you have applied.

CHERI M. HARRAWAY, Human Resources Analyst II
Human Resource Services Division, County of Alameda
510-208-9593
cheri.harraway@acgov.org     www.acgov.org/hrs