County of Alameda

Legal Process Clerk II (#1513)

Bargaining Unit: SEIU 1021 - Clerical (010)
$25.64-$30.60 Hourly / $1,923.00-$2,295.00 BiWeekly /
$4,166.50-$4,972.50 Monthly / $49,998.00-$59,670.00 Yearly


DESCRIPTION
Legal Process Clerks, under general supervision at the higher level and close supervision at the lower level, receive, examine, prepare and process a variety of legal documents in the Sheriff's Office. They also assure adherence to legal procedures, collect filing fees and do related work as required and perform support duties related to law enforcement functions.

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.

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. Legal Process Clerks are responsible for input and updating of legal information in appropriate law enforcement systems and quality control of all entries made in these automated systems. Legal Process Clerks are responsible for processing and verifying all Felony, Misdemeanor, Vehicular Bench Warrants, and Civil Bench Warrants, Juvenile Protective Custody Warrants, and Indictment Warrants held by the Sheriff’s Office.

3 Sends teletype messages which include messages to confirm warrants, All Point Bulletins, Amber Alerts, and other law enforcement messages as required. Place holds on subjects arrested on Sheriff’s Office warrants

4. Access and retrieve information from the County’s Criminal History System called CORPUS (Criminal Oriented Records Production Unified 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. Input and confirm restraining orders and other emergency protective orders for law enforcement purposes.

6. Process property in the appropriate Department of Justice Automated Property System. (Stolen, evidence, lost, found)

7. Process firearms in the appropriate Department of Justice Automated Firearm Systems (stolen, destroyed, evidence, lost, found, under observation, and dealer record of sales).

8. Process missing persons in the Local, State and NCIC systems.

9. .Receive and responds to requests from attorneys, law enforcement and Court personnel, and the public for information via search of computer file information.

10. Process detainer notices from correctional facilities.

11. Provide booking photos after normal business hours.

12. Process and track service of subpoenas served on Sheriff’s Office.

13. May be subpoenaed to testify in court.

14. Compile monthly statistics on warrants, subpoenas, missing persons, firearms, restraining orders and property.

15. Provide coverage of Sheriff’s Office Records Section from 5:00 p.m. to 8:30 a.m. and holidays and weekends. Do subject checks in the Record Management System (R.M.S.) for law enforcement agencies and confirm stolen vehicles.

16. Process and maintain log of Attempt Service of Warrant notices that come from outside agencies.

17. Give court dates to deputies and other law enforcement agencies for warrants on subjects.

18. Provide 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.

19. Access and retrieve data in the Supervise Release File. Data in this file used to track police encounters with serious violent felons and sex offenders (SRF).

20. Access and retrieve data in the Violent Crime Information Network. Data issued in this database to ensure that serious sex offenders maintain a current registration of their address (VCIN).

21. Access and retrieve probation information to provide to law enforcement agencies.

When Assigned to Civil Section:

1. Accepts for service, temporary restraining orders, civil harassment orders, move-out orders, small claims paper, 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 SIRRON system.

3. Computes and accepts payment of fees; issues receipts; accounts for monies received by balancing against records of receipts.

4. Process and prepare paperwork for the eviction process, including scheduling court dates for claims of right to possession hearings, process notices or stays received from the court, maintain contact with plaintiff/plaintiff’s attorney or any court action affecting the on-going eviction process calendar eviction schedules, refund fees for unsuccessful evictions, and processes returned writ to court.

5. Prepare summons, default notices, returns to court, and actions taken for return to California Courts and other litigation from out-of state, complying with various state laws.

6. Respond to inquires made in person 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.

7. Receives automobile levies, real property levies and seize and sell levies.

8. Examine legal documents for sufficiency of information and returns unacceptable documents, noting discrepancies or reasons for rejection.

9. Review legal documents for jurisdiction and for required related documents.

10. Receives, reviews and inputs legal data/information on/into the Civil automated system (SIRRON).

11. Receives and process a high volume of status request from plaintiff/plaintiff’s attorneys, debtors, employers, law enforcement, court personnel, and the public for information via search of computer file information and/or fax and telephone.

12. Assists the public at the front counter in a professional and courteous manner without giving legal advice. Research and explain complex policies, procedures, ordinance and laws in order to respond to complex or difficult customer inquiries.

13. Review legal documents for jurisdiction, required related documents, and adherence to civil processing within the time frame assigned by the courts.

14. Input payments on judgments and calculates interest for outstanding balances.

15. Receives bail monies, complete notice to appear, and schedule defendant for hearing on civil bench warrants. Review and submit bench warrants issued by the courts to field deputies for service, process warrant courtesy notices based on determining bail amounts, process out of county bench warrants to Sheriff’s Office in designated counties.

16 Notifies courts of action taken by Sheriff through the preparation of proofs of service, and writ returns to court in compliance with various court requirements and state laws.

17. Train and orientate work furlough workers, assign duties, monitor work for accuracy and timeliness, assign breaks and lunches.

18. Review history of payments received from employers for wage garnishments, calculate payment amounts, and return original writ and accounting audit report to the courts.

19. Process and review Claim of Exemptions, notify plaintiff/plaintiff’s attorney of claim, calendar claim for opposition period described in California Civil Code of Procedures, process notice of oppositions and notices of hearing to the court.

20. Interpret court orders for Claims of Exemptions, issued modifications and releases to employers or banking institutions, notate SIRRON system of all modifications or actions taken.

21. Create and draft written correspondence to city, county, municipalities, courts, attorneys, financial institutions, employers, and the general public.

MINIMUM QUALIFICATIONS
Legal Process Clerk II

Either I

The equivalent of one year of full-time experience as a Legal Process Clerk I 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 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.) Twelve months of the two years’ experience must include preparation and processing of Court-related legal documents, in manners similar to those described for positions of this classification. (Possession of an Associated of Arts Degree from an accredited college may be substituted for one year of the required experience.)

Or III

The equivalent of three years of full-time clerical experience, of which two years must consist of full-time experience in the preparation and processing of Court related legal documents, in manners similar to those described for positions of this classification.

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.

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 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.

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

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

  • 11 paid holidays
  • Floating Holidays
  • Vacation and sick leave accrual
  • Vacation purchase program
  • Catastrophic Sick Leave
  • Employee Mortgage Loan Program
  • 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.