Legal procedures Clerk (Senior) is the advanced journey level class in the Legal Procedures Clerk series. The incumbent will have the responsibility to lead the work of others and perform routine to complex clerical support work in the examination, processing and recording of official legal documents such as court actions, subpoenas, criminal warrants, legal descriptions, and official notices.
The eligible list created as a result of this recruitment may be used to fill part-time and full-time regular, limited-term or extra-help positions as vacancies occur throughout the County.
EXAMPLES OF DUTIES
Depending on assignment, duties may include, but are not limited to the following:
Leads the work of others engaged in clerical activities associated with processing and recording official documents; trains and monitors the work of subordinates and new employees; ensures work is completed in accordance with legal and operational procedures; reviews and implements new work methods and procedures; assists in the development of procedures and training materials; maintains work production records and prepares routine statistical reports; ensures proper staffing levels at all times in a twenty-four hour facility; assigns, reviews, and evaluates the work of subordinates; assists in the development of shift schedules.
Examines documents and/or applications for sufficiency, completeness, conformity or validity; edits, corrects errors and posts correct information; reconciles automated and manual records; affixes seals and stamps to endorse or certify documents; calendars cases and/or maintains schedule for court appearances.
Assists the public either on the phone or over the counter in filling out or using forms; gathers information by researching rules, procedures or codes on specific questions; explains the use of public access office equipment (e.g., microfiche reader and map books); screens and routes phone calls; takes or relays messages involving department staff; takes and fills out orders for services/materials from public or employees; notifies public of actions taken; evaluates described problem and directs individuals to find materials/information; explains fees, bills or assessments.
Responds to verbal and written queries from the public (including legal representatives) regarding action taken on submitted legal documents; prepares letters of answer, actions for service, legal descriptions and/or other official notices; may prepare and serve legal process documents in office; searches for and checks criminal warrants and histories; receives, processes, maintains and monitors criminal and traffic warrants; administers oaths.
Prepares document files; assigns identification codes; types/prints labels; files a variety of materials; uses indices to locate materials; follows procedures to update and/or purge files; prepares cards detailing date and recipient; receives and refiles records; searches for missing files; copies requested materials from files and sends to requesting individuals/agencies; inserts information and documents into pre-established files in appropriate sequence; uses file system to locate items; prepares and maintains complete files for all correspondence and related documents; determines necessary information to fulfill a need.
Verifies, updates, enters and retrieves information into manual and/or automated information storage system; selects correct screen format for entering/retrieving data, may verify and correct errors; researches information maintained in automated information systems; may assist with inventory by monitoring and requisitioning office supplies as needed; types routine correspondence and reports related to official actions and documents processing.
Computes, receives, classifies and posts fees and/or fines, issues receipts; prepares bank deposits; researches bad checks; posts tallies and reconciles account records; computes fines or determines bail amount; classifies, logs and distributes crime, domestic violence, missing persons, utility reports and citations as required; may process reprints of arrest photographs.
Notifies other law enforcement agencies of arrests or receipt of bail monies; informs Transportation Department of persons arrested on warrants issues by other law enforcement agencies; coordinates with district attorneys and other law enforcement agencies on extradition; receives and processes bail bonds; confirms warrant information for bail bondsmen, courts, district attorneys, departmental units and all law enforcement agencies.
Uses office equipment such as copiers, calculators, typewriters and word/data processors; mails and/or delivers materials; maintains logs, work production, records and routine reports.
EDUCATION AND EXPERIENCE
High school diploma or GED; supplemented by one (1) year of full-time directly related work experience that demonstrates possession of and competency in the requisite knowledge and abilities.
DOCUMENT SUBMITTAL REQUIREMENTS
All candidates must submit a copy of their keyboarding (typing) certificate by the final filing date and with a Document Cover Sheet, available on the employment website or at the Department of Human Resources’ office. Failure to submit the required certificate(s) will result in immediate disqualification from further consideration in the recruitment process.
The certificate must contain a minimum corrected NET speed of 40 words per minute. It must be a timed 3 - 5 minute test, include the gross number of words typed per minute, and the number of errors. It may not be more than 12 months old at the time of application, must be from an accredited school or a qualified agency, and must contain the examiner's signature. Certificate obtained through the internet (online) will not be accepted.
In addition to uploading attachments when applying online, candidates may submit documents in-person or by mail at Solano County Department of Human Resources 675 Texas Street, Suite 1800, Fairfield CA 94533, or by fax to (707) 784-6014. When submitting documents in-person, by mail or by fax, include the recruitment title (e.g., Office Assistant II) and the recruitment number (e.g., 12-123456-01).
Positions allocated to this class may require bilingual skills.
Recruiting requirements may be set to test typing, work processing and/or data entry speed, however, these skills are not the primary areas to be measured in the selection process.
Candidates for positions in this will be required to pass a background investigation in accordance with applicable law, regulation and/or policy.
May need to obtain CLETS training and authorization.
02/22/2013 Deadline date to submit keyboarding (typing) certificate
SALARY POLICIES - The starting salary is ordinarily the first rate shown on the front of the announcement. Salary advancement is authorized after satisfactory completion of additional periods outlined in the employee’s memoranda of understanding or the County’s Personnel and Salary Resolution. Longevity, shift differential, bilingual, call-back and stand-by pay maybe available for some job classes.
HOLIDAYS – Regular and limited-term employees receive 12 paid holidays per year.
ANNUAL/SICK LEAVE - Regular and limited-term employees accrue vacation leave. After a certain period of continuous service, employees accrue vacation time at a higher rate as outlined in the employee’s memoranda of understanding or resolution. Regular and limited-term full time employees accumulate 12 sick leave days per year.
RETIREMENT – Non-Safety – Employees who have never been a member of any public retirement system prior to January 1, 2013, or who have moved between retirement systems and were not subject to reciprocity, or who have moved between public employers within a public retirement system after a break in service that is greater than six months are eligible for a non-safety (miscellaneous) retirement plan of the 2% at age 62 benefit formula.
Employees entering membership in Solano County’s miscellaneous retirement plan on or after May 4, 2012 but before January 1, 2013, or who have moved between public employers within a public retirement system with a break in service that is less than six months are eligible for a 2% at age 60 benefit formula. Employees entering membership in Solano County’s miscellaneous retirement plan prior to May 4, 2012 are eligible for a 2.7% at age 55 benefit formula.
HEALTH BENEFITS - Employees and their dependents are eligible for vision and dental insurance with 100% of the cost paid by the County of Solano. The County also participates in a cafeteria medical plan administered by PERS HealthCare (eligibility is dependent upon job class).
OTHER BENEFITS – Employees may also elect to participate in deferred compensation, credit union, life insurance, and flexible spending plan. All County employees are eligible to purchase auto and/or home owners, renter insurance from Liberty Mutual Insurance. An Employee Assistance Program is also provided.
EXTRA-HELP - Extra-help employees do not receive or accrue benefits of regular employees during their period of employment.
Based on the information provided in the application documents, the qualified applicants will be invited for further examination. All applicants meeting the minimum qualifications are not guaranteed advancement through any subsequent phase of the examination. Depending upon the number of applications received, the selection process may consist of an initial application screening, a mandatory information meeting, a written and/or practical exam, an oral interview, or any combination listed. Information contained herein does not constitute either an expressed or implied contract.
All potential new hires and employees considered for promotion to management, confidential positions or unrepresented positions will be subject to a background and reference check after contingent job offer is accepted. These provisions are subject to change.
HOW TO APPLY
All additional application materials as requested in the job announcement (e.g. copies of diploma and/or transcripts, certificates, DD-214) must be submitted with the Document Cover Sheet, available on the employment website or at the Department of Human Resources’ office, and are due by the final filing date or within five (5) calendar days from application submittal if the recruitment is Open & Continuous or Open until Filled. Previously submitted application materials (i.e. copies of diploma and/or transcripts, etc.) for prior recruitments will not be applied for this recruitment but must be re-submitted for this recruitment.
Please visit the County of Solano website, www.jobsatsolanocounty.com, to apply. Any further questions can be directed to the Department of Human Resources at (707) 784-6170 or at 675 Texas Street, Suite 1800 Fairfield 94533. The office is open Monday-Friday, 8:00 a.m.-5:00 p.m. Paper applications may be completed in person during office hours. EOE/AA
VETERANS PREFERENCE POINTS
To be eligible, applicant must have served at least 181 consecutive days of active duty in the Armed Forces of the United States and have received either an honorable discharge or a general discharge under honorable conditions. A COPY OF THE DD 214, SHOWING DISCHARGE TYPE, MUST BE RECEIVED IN THE HUMAN RESOURCES DEPARTMENT BY THE FINAL FILING DATE. Applicants who have a service connected disability must submit a recent award letter from the VA stating they are receiving disability benefits for service connected reasons. Disability must be rated at least 10% to be eligible for disabled veteran's points.
Veteran applicants for initial County employment with an honorable or general under conditions discharge shall receive five (5) points added to their combined grade. Disabled veterans shall have 10 points added to their combined grade. Veteran scores will only be added to passing scores.
AMERICANS WITH DISABILITIES ACT
It is the policy of Solano County that all employment decisions and personnel policies will be applied equally to all County employees and applicants and be based upon the needs of County service, job related merit, and ability to perform the job.
APPLICANTS WITH DISABILITIES: Qualified individuals with a disability, who are able to perform the essential functions of the job, with or without reasonable accommodation, and need special testing arrangements, must contact the Solano County Department of Human Resources at (707)784-6170, to obtain a Request for Testing Accommodation by Applicants with Disabilities Form. This form must be received in the Human Resources Department by the final filing date of the recruitment. Applicants will be contacted to discuss the specifics of the request.
CONDITIONS OF EMPLOYMENT
DIRECT DEPOSIT: All persons hired will be required to participate in the direct deposit program.
DRUG FREE WORKPLACE ACT – Depending on the applicant’s job class, prospective employees may be required to undergo a Urine Drug Test in accordance with the Solano County Alcohol and Drug Free Workplace Policy once a conditional offer of employment has been made. Solano County employees are subject to the provisions of the Drug Free Workplace Act of 1988 and the California Drug-Free Workplace Act of 1990.
RETIREES - Solano County invites all to apply for positions; however pursuant to Government Code Section 21221(h) and 21224, hiring restrictions may apply to California Public Sector Pension Plan Retirees.
BACKGROUND PROCESS –The background process may include but not limited to conducting a reference check, completing a personal history statement, conducting a background interview, and live scan fingerprinting. The County of Solano also utilizes e-Verify to verify employment eligibility. Note: A felony conviction will not necessarily disqualify an applicant from employment. The County will consider the nature, date and relationship between the offense and the position for which you are applying.
MEDICAL EXAMINATION - Prior to appointment, candidates may be required to pass a medical examination. Candidates are encouraged not to quit or give notice to present employers until the medical examination has been completed and passed.
APPOINTMENT - At the time of appointment, all candidates will be required to execute an oath of allegiance to the United States and the State of California and may be fingerprinted. Candidates will also be required to offer proof that they are a lawfully admitted alien or U.S. citizen.
PROBATIONARY PERIOD - All new positions are required to successfully complete a minimum probationary period of 6 to 12 months, depending upon the job class. A probationary period does not apply to "at will" positions.
DISASTER WORKERS - In accordance with Government Code Section 3100, County employees, in the event of a disaster are considered disaster workers and may be asked to respond accordingly.
EXTRA-HELP – An employee appointed to an extra-help position must meet all the requirements of the corresponding regular position. Extra-help employees cannot work more than 999 hours in the fiscal year. Extra-help employees are excluded from civil service and do not have rights to regular or continued employment.
The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained in this bulletin may be modified or revoked without notice.
"SOLANO COUNTY IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER"