Legal Procedures Clerk

Recruitment #13-713120-01

The Position

This is the journey level in the Legal Procedures Clerk series, characterized by the responsibility for the preparation, processing and recording of legal and other official documents such as court actions, subpoenas, criminal warrants, legal descriptions and official notices.  It is distinguished from the Legal Procedures Clerk, Senior in that the latter has lead responsibility for a document processing unit. 

The current vacancy exists in the Sheriff's Office for regular positions. The eligible list created as a result of this recruitment will 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:

Prepares and processes legal documents and records through the office to which assigned as well as through the Courts and/or other offices based on established legal procedure or special case file notations; examines documents and/or applications for sufficiency, completeness, conformity, validity; edits, corrects errors and posts correct information; notes applicable restrictions and requirements; reconciles automated and manual records; affixes seals and stamps to endorse or certify documents; processes documents within established restrictions and requirements; calendars cases and/or maintains schedule for court appearances; prepares office recordings pertaining to cases requiring witness appearances; notifies police agencies of required appearance.

Assists the public either on the phone or over the counter in filing out or using forms; gathers information by researching rules, procedures or codes on specific questions; 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 appropriate public individuals of actions taken; evaluates described problem and directs individuals/calls to appropriate office; assists individuals in locating material/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; prepares and serves civil process documents in office; checks criminal warrants and histories; sets up arraignment files; run background checks and issues and serves subpoenas.

Prepares document files; assigns identification codes; types/prints labels; files a variety of materials; uses indices to locate materials; follows procedures for updating and/or purging 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; sorts and routes incoming mail; uses file system to locate items; prepares and maintains complete files for all correspondence and related documents; determines necessary information to fulfill a request.

Pulls criminal, driving and other individual records; verifies, updates, enters and retrieves information into manual or automated information storage system; selects correct screen format for entering/retrieving data; may verify and correct errors; researches information maintained in automated information system; types routine correspondence and reports related to official actions and document processing; maintains manuals by typing and changing pages or writing in changes.

Computes, receives, classifies and posts fees and/or fines; issues receipts; posts tallies and reconciles statistical record; performs  routine collections activity; processes legal action as needed to enforce court orders and fines; prepares and processes travel arrangements; makes hotel/motel accommodations; arranges rental cars, etc. for in/out witnesses.

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; may relieve courtroom clerks.

Transcribes court reports; edits draft documents for final product and processes attachments; types court orders, reports, letters, contracts, briefs, hearing calendars and reports, violation of court order petitions, warrants, and juvenile abstracts; consults with document originator on format, content, distribution and preparation priority; selects and/or designs appropriate formats to display narrative and/or numerical information; prepares bibliographies, footnotes, indices, appendices, phone lists and newsletters; proofs and/or corrects copy for grammar, spelling, punctuation and conformance to established procedures or guidelines.

Sorts, prioritizes and delivers court reports, legal documents, CTS requests to court, county departments, and other legal agencies; prepares documents for distribution; obtains signatures on final copy; makes, collates, binds and files copies of documents produced; prepares envelopes and mailing labels; examines documents for completeness.

Education and Experience

High school diploma or GED; supplemented by six (6) months 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 closing date of the job posting.  Failure to submit the required certificate will result in immediate disqualification from further consideration in the recruitment process.

The keyboarding typing 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 other agency, and must contain the examiner's signature.

Supplemental Information

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 class 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.

ADA Compliance

Physical Ability: Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds).  Tasks may involve extended periods of time at a keyboard or work station.


Sensory Requirements: Some tasks require visual perception and discrimination. Some tasks require oral communications ability.


Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, toxic agents, violence, disease, or pathogenic substances.


Selection Plan

05/03/2013 Deadline to submit all documents
05/16/2013 Tentative date for written exam
Week of June 3rd Tentative date for Oral Panel interviews


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 at the rate of 10 days per year.  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 – 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 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.

Selection Process

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.  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,, 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.