Supervising Courtroom Clerk #20-05

DEFINITION:
Under general direction, supervises, assigns, reviews, evaluates and participates in the work of the Courtroom Clerk classification series; performs a wide variety of office and administrative support assignments; and does related work as required.  Develops and implements Court office support procedures; and provides assistance on difficult, technical and specialized matters. Provides backup support for the Court Calendar Manager including judicial and courtroom calendaring.
 
DISTINGUISHING CHARACTERISTICS:
This class is distinguished from the class Senior Courtroom Clerk by having full supervisory authority over the staff in the Courtroom Clerk classification series.

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related or a logical assignment for this classification. Other duties may be required and assigned. 
 

1. Plans, assigns, supervises, coordinates, reviews, and evaluates the work of the division staff; ensures adequate coverage for all courtroom activities and functions
2. Trains staff in legal terminology and procedures, courtroom duties, minute order preparation and calendar duties; reviews work in progress and upon completion to ensure completeness and accuracy
3. Participates in the interviewing and selection of staff; evaluates employees work performance and completes employee performance appraisals, conducts counseling on work issues, recommends and administers discipline to staff as required
4. Assists with analyzing court procedures, formulates administrative procedures, forms and processes, develop efficient workflow methods, and implements manual/automated systems; develops and communicates procedures and work standards for court support staff and ensures that work is performed in a consistent manner
5. Provides support to the Court Calendar Manager including assistance with the direct calendar court assignments and assists in managing daily courtroom operations; coordinates with the Judicial Council to obtain approval to use an assigned judge as directed
6. Answers complex and difficult legal or procedural questions that impact work; monitors changes in laws, policies; recommends procedural improvements and implements improvement after approval
7. Prepares a variety of documents related to court operations including court minutes, court calendars, notices of hearings, court appearances or petitions; coordinates the flow of documents necessary for court assignments; monitors and processes electronic workflows
8. Prepares and maintains statistical and narrative reports related to activity and work of the unit using software programs and the case management system
9. Assists attorneys, judicial officers, court staff, public agencies, and the public in person, by phone, or through correspondence regarding the most complex and/or technical questions related to court procedure, disposition of cases, and the court calendar
10. Provides input into the development of budget, goal setting and other administrative issues for the division; complies and processes confidential materials including labor and employee bargaining information
11. Orders supplies; may be required to perform any or all staff duties when need arises
12. Attends training as offered and/or directed; follows verbal and written directions; maintains professional appearance and demeanor
13.  Demonstrates professional and cooperative behavior with justice partners, co-workers, judicial officers and management at all times; interacts tactfully and courteously with the public and legal representatives in providing information about court functions and proceedings
14. Other duties as assigned

Education:
Educational level equivalent to a high school diploma or GED

Experience:

• Five (5) years experience as a Courtroom Clerk II/III/Senior, any combination thereof, at the Merced Court

• Six (6) years experience as a Courtroom Clerk at another court which is equivalent to Merced's Courtroom Clerk II/III/Senior classifications

• The principles and practices of effective supervision, the legal system and courtroom procedures and operations
• Effective communication skills - verbal and written - in person, over the telephone and in writing with public, attorneys, co-workers, supervisors, managers, and judicial officers.  Knowledge of correct English usage, vocabulary, spelling and punctuation as well as use of legible handwriting
• Word processing, spreadsheet and database software applications
• General office practices and equipment
• Filing and record keeping methods
• Customer service, receptionist and telephone techniques
• Establishment and maintenance of filing and record-keeping systems
• Correct English usage, spelling, grammar, and punctuation
• Basic accounting principles and practices

• Train, supervise and evaluate the performance of staff
• Administer discipline when needed
• Support court management decisions
• Perform difficult detailed court clerical work which involves a high degree of independent judgment and includes analyzing data, interpreting directions, procedures and regulations and developing appropriate responses
• Read and understand statutes and instructions related to court proceedings.  Follow verbal and written directions and use correct legal terminology
• Operate a computer with Excel and Word knowledge
• Assign work and monitor office workflow
• Prepare clear, concise records and reports that are legible with attention to detail.  Prepare and/or process various legal documents including court orders and warrants
• Perform basic financial and statistical record keeping with correct basic arithmetic processes and simple accounting procedures
• Possess excellent organizational skills with ability to prioritize work.  Possess excellent telephone skills
• Prepare and maintain of court calendars
• Operate and routine maintenance of office equipment including but not limited to: court pc, printer, photocopier, calculator, typewriter, multi-function telephone, scanner, 10-key, microfiche, power files, file stamp
• Maintain confidential information in accordance with legal standards and/or other regulations
• Be dependable, punctual and have good attendance
• Establish and maintain effective working relationships with the public, co-workers, supervisors, judicial officers, independent contractors and other management.  Work effectively with and assist individuals of various ages and diverse cultural backgrounds.  Deal tactfully and courteously with the public and legal representatives in providing information about court functions and proceedings
• Work well under pressure, meeting multiple and sometimes conflicting deadlines
• Possess a valid California Driver's License or self-arranged transportation between courts, storage facility, etc., if required; driver must have acceptable driving record
• Successfully complete fingerprinting and Criminal Record Background Check?

Data Utilization:  Requires the ability to review, classify, categorize, prioritize, and/or analyze data; includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships. 
 
Human Interaction:  Requires the ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.
 
Equipment, Machinery, Tools, and Materials Utilization:  Requires the ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
 
Verbal Aptitude:  Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data, and information.
 
Mathematical Aptitude:  Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
 
Functional Reasoning:  Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.
 
Situational Reasoning:  Requires the ability to exercise judgment, decisiveness, and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.
 
Physical Ability: 

• 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 manipulations, dexterity, and coordination to handle files and single pieces of paper
• Forceful and repetitive gripping, grasping, and pinching
• Occasional lifting and carrying of objects weighing up to 20 lbs.
• Frequent reaching for items on shelves, above, at, and below desk/shoulder level
• Exert up to 20 lbs. of force occasionally, and/or up to 10 lbs. of force frequently, and/or negligible amount of force constantly to move, torque, twist, push, and pull objects
• Frequently sit for extended periods; frequently stand for extended periods; and frequently walk, move, bend, stoop, lift, and stretch
• Able to 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
• Able to traverse inside and outside over uneven ground and pavement
• ·Perform repetitive writing, typing, copying
• Employees are regularly required to verbally communicate both in person and by telephone