Deputy Clerk (Multiple Positions - Court Wide) at Sacramento Superior Court, CA

About the Department

Note: This recruitment is scheduled to close on 09/17/2025 or once 75 qualified applications have been received.

This is a Court wide recruitment intended to establish an eligibility list for current and future vacancies throughout various Court locations.

Definition

Under general supervision performs a wide variety of legal clerical support work for the Superior Court, requiring a thorough knowledge and understanding of Court functions, policies and procedures within the area assigned; performs related duties as assigned.

Distinguishing Characteristics

The Deputy Clerk is the journey level in the legal clerical support series.  Incumbents are expected to perform a wide variety of clerical processing tasks requiring a thorough knowledge of court policies and procedures and judicial orders.   The Deputy Clerk performs difficult legal clerical work and may assist in training less experienced staff.  A supervisor is typically available to resolve unusual or difficult problems. This class is distinguished from Deputy Clerk IV which is the lead level in the series.

Position Duties

Duties may include, but are not limited to the following:

1. Accepts and reviews legal documents for correct form, timeliness, jurisdiction, sufficiency of information and conformance with legal filing procedures; researches discrepancies; verifies information; annotates case files and status records to reflect receipt and due date for response or other actions required; identifies and routes/expedites documents based on type and case assignment.

2. Reads, understands, applies and explains legal terminology, laws, regulations and procedures regarding completion and filing of legal documents.

3. Trains and instructs employees in specific work methods and procedures; develops procedure manuals for unit functions.

4. Assist less experienced staff in resolving work problems; responds to and resolves difficult customer service questions and problems.

5. Without providing legal advice, provides information to attorneys, litigants and the public regarding unit functions; regularly serves as liaison with other departments, various agencies including outside law enforcement agencies and other concerned parties.

6. Enters and retrieves data from on-line computer systems; reviews information and makes corrections.

7. Prepares and/or issues a variety of correspondence and documents related to the processing of duties within the area assigned; prepares certified copies of requested documents.

8. Schedules court cases for hearing dates; prepares and maintains calendars of cases set for trials and/or other proceedings; records dispositions.

9. Prepares, coordinates and maintains docket calendars and tickler systems; notices attorneys and other parties of court appearances and deadlines for submitting various actions or documents.

10. Establishes, maintains and closes case files or systems of legal records; annotates indexes and status records; compiles workload and status records; locates and abstracts data from files and records.

11. Receives, segregates, catalogs, stores and disposes of court exhibits according to nature of item.

12. Prepares and maintains a wide variety of records and reports related to the work.

13. Develops and modifies forms and instructions; provides input on improved service delivery procedures; performs system testing and screen development work.

14. Receives and records payment for bail, fines, fees, trusts, and bonds; issues receipts; processes refunds/overpayments; reviews and balances daily registers and journals; compiles numerical counts and routine statistical data to provide input for reports; counts and balances daily cash with receipts.

15. Prepares and processes arrest warrants; issues and recalls bench warrants; processes commitment paperwork; processes petitions and protective custody warrants.

16. Processes and updates information in paper and/or electronic record keeping systems; makes docket entries on new cases.

17. Prepares a variety of material into finished form; composes letters in response to request for general information.

18. Copies, seals, scans, and destroys cases in accordance with established codes and court procedures.

19. Prepares and transfers files to other courts; receives and prepares files from other courts.

20. Copies, sorts and files legal materials; locates and pulls court files; searches files and verifies that materials placed in files are related and complete; prepares new court folders and inserts related court materials in accordance with specific procedures.

21. Opens, processes and distributes incoming legal documents and mail according to work areas or routing procedures and legal time constraints; prepares documents for mailing; maintains logs and court records; orders and returns files from offsite locations.

22. Performs related duties as assigned.

Minimum Qualifications

A typical way of obtaining the required knowledge and abilities is equivalent to:

 

Either I

Experience: One (1) year of experience performing clerical duties.

 

Or II

Experience: One (1) year of work experience which required the use of customer service skills likely to produce the required knowledge and abilities in order to work well under pressure and exercise good judgment, tact, and initiative in stressful situations.

 

Or III

Education:   Completion of an Associate’s Degree or higher level of education from an accredited college or university in a course of study related to the knowledge, skills and abilities for the classification such as English, Communications, Justice Administration, or a closely related field.

 

Knowledge of:

 

Clerical practices and procedures; English grammar, spelling, and usage; principles and practices of public relations; cashiering; basic arithmetic; legal filing and indexing systems; courtroom protocol; policies and procedures related to the division to which assigned; laws and regulations governing the intake, maintenance, disclosure, transfer and safeguarding of subpoenaed records, court documents, public records, court exhibits, and court related information; appropriate levels of confidentiality regarding sensitive and confidential court documents and records; principles of office organization, practices and procedures including recordkeeping and filing; legal clerical and financial recordkeeping practices and procedures; legal statutes and rules; functions and procedures of the Superior Court of California, County of Sacramento; legal terminology; legal process forms and their statutory filing requirements; the goals and responsibilities of the judicial system.

 

Ability to:

Perform clerical work involving judgment and accuracy; understand, explain, and apply office practices and procedures; establish and maintain effective and cooperative working relationships; operate standard office machines and equipment such as, computer, printer, adding machine, calculator, facsimile, scanner, Bates stamper/machine and copying equipment; read, write, and speak English at a level necessary for satisfactory job performance; key with sufficient speed and accuracy to complete work timely and accurately; learn to prepare and process a variety of legal documents; maintain complex legal records and files; learn/use legal terminology and procedures applicable to area(s) of assignment; learn to process legal forms and their statutory filing requirements; independently exercise good judgment in answering questions and securing confidential information; remain flexible while working in a high pressure environment and complete work rapidly and accurately in spite of frequent interruptions; simultaneously work on multiple tasks and meet legal, procedural and established deadlines; effectively represent the Court in situations requiring tact, diplomacy and poise; assist people from diverse socio-economic backgrounds with various levels of comprehension and emotional/mental states; provide instruction without providing legal advice; compose business appropriate written and electronic communications; research, understand, interpret, explain, and utilize California statutes relating to court procedures, such as Code of Civil Procedure, Government, Penal, Vehicle, Civil, Probate, Appellate, Welfare and Institutions Codes, and California Rules of Court; read, understand, apply and explain, legal terminology, specific statutes, codes, laws, regulations and procedures regarding completion and filing of legal documents; determine when information is incomplete, in the incorrect form, or not in conformance with legal requirements; provide appropriate information to concerned parties.

Other Qualifications

TYPICAL PHYSICAL REQUIREMENTS

Perform writing, filing, document stamping and keyboarding for prolonged periods of time; strength, dexterity, coordination and vision to use a keyboard, computer monitor and other office equipment on a daily basis and for extended periods of time; fine finger manipulation, dexterity and coordination to handle files and single pieces of paper; forceful and repetitive gripping, grasping and pinching; occasionally lift and carry objects weighing up to 25 lbs. such as files, stacks of paper and other materials; occasionally push and pull carts weighing up to 100 lbs.; frequently reach for items on shelves above, at and below desk/shoulder level; frequently sit for extended periods; frequently stand for extended periods; frequently walk, move, bend, stoop, lift and stretch; move to different locations such as, but not limited to: courtrooms, clerk’s office, various departments, other Court facilities and desk assignments based on the operational needs of the Court; frequently communicate in person, by telephone, postal mail and e-mail; corrected hearing and vision to normal range. 

TYPICAL WORKING CONDITIONS 

Work is performed in an office environment; continuous contact with other staff and the public. 

OTHER REQUIREMENTS 

Must be able to pass a criminal history information background check.

A valid California Driver’s License, Class C or higher, may be required for some positions.

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