County of Alameda

Legal Process Clerk I (#1511)

Bargaining Unit: SEIU 1021 - Clerical (010)
$28.09-$32.98 Hourly / $2,247.20-$2,638.40 BiWeekly /
$4,868.93-$5,716.53 Monthly / $58,427.20-$68,598.40 Yearly


DESCRIPTION
This classification specification describes the entry/trainee level of the Legal Process Clerk flexibly staffed series.  Incumbents of this classification, under close supervision, receive, examine, prepare, and process a variety of legal documents such as court actions, subpoenas, and criminal warrants in the Sheriff's Office.  They also assure adherence to legal procedures, collect filing fees, do related work as required, and perform support duties related to law enforcement functions.

DISTINGUISHING FEATURES

This classification is part of a two-level flexibly staffed classification series of the Legal Process Clerk classifications located in the Sheriff’s Office.  This classification 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 work with multiple automated telecommunication systems at the County, State, and National levels.  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.

Legal Process Clerk I’s are expected to gain experience which qualifies them to promote to the higher-level classification of Legal Process Clerk II after the equivalent of one (1) year at the training level.

EXAMPLES OF DUTIES
NOTE: The following are the duties performed by employees in this classification.  However, employees may perform other related duties at an equivalent level.  Each individual in the classification does not necessarily perform all duties listed.

When Assigned to Warrant Section:

  1. Examines legal documents for sufficiency of information and returns unacceptable documents, noting discrepancies or reasons for rejection.
  2. Inputs and updates legal information in appropriate law enforcement systems and quality control of all entries made in these automated systems. Verifies all Felony, Misdemeanor, Vehicular Bench Warrants, Civil Bench Warrants, Juvenile Protective Custody Warrants, and Indictment Warrants held by the Sheriff’s Office. Inputs Ramey warrants for California Highway Patrol and the District Attorney’s Office.
  3. Sends teletype messages which include messages to confirm warrants, All Point Bulletins, Amber Alerts, and other law enforcement messages as required.  Places holds on subjects arrested on Sheriff’s Office warrants.
  4. Accesses and retrieves information from the County’s Criminal History System called CRIMS (Consolidated Records Information Management System), the States Criminal Justice Information System’s Criminal History File, the National Crime Information Center, and the Department of Motor Vehicles to assist with criminal investigations.
  5. Accesses restraining orders from CCPOR (California Courts Protective Order Registry) and other emergency protective orders for law enforcement purposes.
  6. Processes property in the appropriate Department of Justice Automated Property System. (Stolen, evidence, lost, found)
  7. Processes firearms in the appropriate Department of Justice Automated Firearm Systems (stolen, destroyed, evidence, crime guns, lost, found, under observation, dealer record of sales, and law enforcement agency transfers).
  8. Processes missing persons in the Local, State, and NCIC systems.
  9. Receives and responds to requests from attorneys, law enforcement and Court personnel, and the public for information via search of computer file information.
  10. Processes detainer notices from correctional facilities and federal prisons.
  11. Processes and tracks service of subpoenas served on Sheriff’s Office employees.
  12. May be subpoenaed to testify in court.
  13. Compiles monthly statistics on warrants, subpoenas, missing persons, firearms, restraining orders, and property.
  14. Provides coverage of Sheriff’s Office Records Section from 5:00 p.m. to 8:30 a.m. and holidays and weekends. Does subject checks in the Consolidated Records Information Management System (C.R. I. M.S.) for law enforcement agencies and confirms stolen vehicles.
  15. Processes and maintains log of Attempt Service of Warrant notices that come from outside agencies.
  16. Gives court dates to deputies and other law enforcement agencies for warrants on subjects.
  17. Provides information to law enforcement agencies, courts, and attorneys to aid in the arrest and prosecution of criminals in accordance with legal requirements governing the release of confidential Criminal Offender Record Information (CORI), for other purposes as directed.
  18. Accesses and retrieves data in the Supervise Release File (SRF) and the Violent Crime Information Network (VCIN).
  19. Accesses and retrieves probation information to provide to law enforcement agencies.
  20. Processes DOJ monthly validations for Wanted Person System, Missing and Unidentified Persons System, Stolen Vehicle System, Automated Firearm System, and Automated Property System; processes quarterly purge for Wanted Person System.
  21. Accesses information from the Odyssey court system to review or verify the status of traffic and court violations, citations, or warrants.
  22. Gathers and processes information for CALEA (Commission on Accreditation for Law Enforcement Agencies) audits.
When Assigned to Civil Section:

  1. Accepts for service, temporary restraining orders, civil harassment orders, move-out orders, small claims papers, summons, complaints, writs of execution, subpoenas, writs of attachment, citations, petitions, and other documents handled by the Sheriff’s Office.
  2. Creates new files for wage garnishment, bank levy, summons and complaint/petition, bench warrant eviction, subpoenas, etc., with the Civil Administration system.
  3. Computes and accepts payment of fees; issues receipts; accounts for monies received by balancing against records of receipts.
  4. Processes and prepares paperwork for the eviction enforcement, including notification to the court of claims of right to possession filings, process notices or stay orders received from the court, maintains contact with plaintiff/plaintiff’s attorney or reviews any court action affecting the on-going eviction enforcement, requests refund of fees for unsuccessful evictions, and processes returned of writ to court.
  5. Receives and processes notification of bankruptcy filings. Makes notification to plaintiff/plaintiff’s attorney. Maintains and monitors files in bankruptcy for updates and new instructions.
  6. Contacts courts directly to obtain or confirm court orders and immediately relay information to appropriate deputies in the field.
  7. Prepares returns to court and actions taken for return to California Courts and other litigation from out of state, complying with various state laws.
  8. Responds to inquiries made in person, by fax, or by phone from the public, attorneys, litigants, witnesses, victims, and other law enforcement agencies regarding legal attachments, evictions, writ of execution, and funds in process of transmission.
  9. Receives automobile levies, real property levies, and seize and sell levies.
  10. Examines legal documents for sufficiency of information and returns, unacceptable documents, noting discrepancies, or reasons for rejection.
  11. Reviews legal documents for jurisdiction and for required related documents.
  12. Receives, reviews, and inputs legal data/information on/into the Civil Administration System.
  13. Receives and processes a high volume of status requests from plaintiff/plaintiff’s attorneys, debtors, employers, garnishees, law enforcement, court personnel, and the public for information via search of computer file information and/or fax and telephone.
  14. Assists the public at the front counter in a professional and courteous manner without giving legal advice.  Researches and explains complex policies, procedures, ordinances, and laws in order to respond to complex or difficult customer inquiries.
  15. Reviews legal documents for jurisdiction, required related documents, and adherence to civil processing within the time frame assigned by the courts.
  16. Inputs payments on judgments and calculates interest for outstanding balances.
  17. Generates and provides daily payoff amounts with additional interest and fees calculated.
  18. Receives bail monies, completes notice to appear, and schedules defendant for hearing on civil bench warrants. Reviews and submits bench warrants issued by the courts to field deputies for service, processes warrant courtesy notices based on determined bail amounts, and processes out-of-county bench warrants to Sheriff’s Office in designated counties.
  19. Notifies courts of action taken by the Sheriff through the preparation of proofs of service, and writ returns to court in compliance with various court requirements and state laws.
  20. Reviews history of payments received from employers for wage garnishments, calculates payment amounts, and returns original writ and accounting audit report to the courts.
  21. Processes and reviews Claim of Exemptions, notifies plaintiff/plaintiff’s attorney of claim, calendar claim for opposition period described in California Civil Code of Procedures, processes notices of oppositions and notices of hearing to the court.
  22. Interprets court orders for Claims of Exemptions, issues modifications and releases to employers or banking institutions, and makes notation in the Civil Administration System of all modifications or actions taken.
  23. Creates and drafts written correspondence to city, county, municipalities, courts, attorneys, financial institutions, employers, and the general public.
  24. Maintains and processes proofs of services and affidavits of non-service received from registered process servers for various levies and earnings withholding orders.

MINIMUM QUALIFICATIONS
EITHER I

The equivalent of one (1) year of full-time experience in the class of Clerk II or in an equivalent or higher-level clerical classification in the Alameda County classified service.  

OR II

The equivalent of two (2) years of full-time clerical experience.  

Substitution:

Possession of an Associate of Arts degree from an accredited college may be substituted for one (1) year of the required experience for Pattern II.

Special Requirements:  

  1. A thorough background investigation will be conducted on all prospective Legal Process Clerks.
  2. Ability to use a computer terminal and a 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.

KNOWLEDGE AND SKILLS
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 the completion of a 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 ongoing, on-site clerical supervision.
  • Analyze and problem-solve.
  • Work under pressure.

CLASS SPEC HISTORY
HC:nt  Revised: 6/82
Ttsang/jc  Revised:  3/97
CSC Date:  4/30/97
Old doc:  0199h
New doc: 1511-1513.doc
ys/12/00
RE:po Revised 12/14/05 Clerical Study
CSC Date:  5/24/2006
SA:saa Revised 02/15/2023
CSC Date:07/12/2023

BENEFITS

Alameda County offers a comprehensive and competitive benefits package that affords wide-ranging health care options to meet the different needs of a diverse workforce and their families. We also sponsor many different employee discount, fitness and health screening programs focused on overall well being.  These benefits include but are not limited to*:

For your Health & Well-Being

  • Medical – HMO & PPO Plans
  • Dental – HMO & PPO Plans
  • Vision or Vision Reimbursement
  • Share the Savings
  • Basic Life Insurance 
  • Supplemental Life Insurance (with optional dependent coverage for eligible employees) 
  • County Allowance Credit
  • Flexible Spending Accounts - Health FSA, Dependent Care and Adoption Assistance
  • Short-Term Disability Insurance
  • Long-Term Disability Insurance
  • Voluntary Benefits - Accident Insurance, Critical Illness, Hospital Indemnity and Legal Services
  • Employee Assistance Program

For your Financial Future

  • Retirement Plan - (Defined Benefit Pension Plan)
  • Deferred Compensation Plan (457 Plan or Roth Plan)

For your Work/Life Balance

  • 12 paid holidays
  • Floating Holidays
  • Vacation and sick leave accrual
  • Vacation purchase program
  • Catastrophic Sick Leave
  • Group Auto/Home Insurance
  • Pet Insurance
  • Commuter Benefits Program
  • Guaranteed Ride Home
  • Employee Wellness Program (e.g. At Work Fitness, Incentive Based Programs, Gym Membership Discounts)
  • Employee Discount Program (e.g. theme parks, cell phone, etc.)
  • Child Care Resources
  • 1st United Services Credit Union 

*Eligibility is determined by Alameda County and offerings may vary by collective bargaining agreement.  This provides a brief summary of the benefits offered and can be subject to change.