Salary : $68,779.57 – $91,690.35 Annually
Location : County of Santa Clara, CA
Job Type: Full Time
Job Number: 23/2400AUG
Department: Legal Services & Planning
Division: Self Help Center & FLF
Opening Date: 08/28/2023
Closing Date: 9/11/2023 11:59 PM Pacific
Definition/Description
Under direction, this specialized technical level position provides procedural review of a variety of complex family law, civil, and/or probate matters in compliance with statutes and local rules.
This is a journey/advanced level position that works closely with judicial officers, attorneys, county agencies, and unrepresented litigants. This class is distinguished from the Courtroom Clerk class in that the latter has duties performed primarily within the Courtroom setting in support of assigned Judicial Officers. The Court Specialist position works in a variety of settings, primarily outside the courtroom often working with attorneys and the public to facilitate compliance with statutes and rules as to form and procedures in the filing of documents. This class is distinguished from the Legal Process Supervisor in that the latter has supervisory authority of assigned clerks and other staff.
Currently, the Court is recruiting for a Limited Term* position. However, this recruitment may also lead to establishing an eligibility list for future Regular Full-Time and Limited Term opportunities at the Court.
*Limited Term – Individual is hired for a specific term based on grant funding and is subject to change prior to term at the court’s discretion.
Typical Tasks/Representative Duties
- Receives, examines, and processes legal documents, legal files, and orders for accuracy; informs judicial officers of any deficiencies;
- Confers with attorneys and litigants regarding motions, orders, or other documents;
Interacts and communicates with the public, judges, and courtroom staff in the processing of orders; - Provides information regarding court procedures; answers inquiries and explains legal filing processes; explains fees and fines; refers individuals to locations of court materials and documents;
- Collects and accurately distributes and records court fines and fees;
- Retrieves information from the Court’s automated systems via computer;
- Schedules court appearances and hearings;
Maintains records, files, and basic statistics; - Reviews files to ensure that documentation is procedurally correct in compliance with appropriate laws and local rules and notes deficiencies; contacts attorneys and petitioners to resolve problems and issues;
- Performs legal research of statutes in applicable area of law, and briefs the judge regarding unusual cases prior to hearing;
- Prepares summary documentation, sets forth the facts of each matter before the court, summarizes the legal factors and any issues, and makes recommendations for action;
- Performs other related duties as required.
Employment Standards/Typical Qualifications
An educational level equivalent to a high school diploma or GED and at least three years of increasingly responsible clerical experience in a court or legal setting. Sufficient administrative or advanced legal/clerical experience that demonstrates the possession and direct application of the following knowledge, skills, and abilities which would likely produce the required knowledge and abilities listed below. Two (2) years of college may be substituted for one (1) year of general work experience. BA or BS may be substituted for the two (2) years of the general work experience.
Knowledge of:
- State and local statutes that govern the processing of court documents;
- State and local Rules of Court that govern court operations including, but not limited to the processing of court documents;
- Functions and relations of the legal system, including the various divisions of the court and other agencies; broad knowledge of the movement and processing of documents within a court system; court calendaring rules and procedures;
- Office practices and procedures; Standard English usage, grammar, punctuation, spelling, style, and format; standard office equipment and systems; and basic arithmetic.
Ability to:
- Understand, apply, and explain legal terminology and procedures;
- Accurately implement court processes, rules, policies, and procedures;
- Interact appropriately with judges, court staff, attorneys, and the public;
- Understand and follow oral and written instructions; organize and maintain records; work effectively to meet court deadlines;
- Prepare standardized forms accurately;
- Communicate effectively orally and in writing;
- Work well under sometimes difficult and stressful conditions;
- Maintain confidentiality;
- Use discretion in organizing activities and setting priorities;
- Use a variety of computer programs and type with speed and accuracy;
- Work cooperatively and courteously with others;
- Be able to adapt to varying changes within the court system;
- Independently perform an array of functions as described in the representative duties of this job specification to coordinate assigned responsibilities within a large facility or operational unit of the court.
Supplemental Information
WORKING CONDITIONS:
The work environment is generally clean, inside buildings, with limited exposure to dust, fumes, odors, and noise. Incumbents will be working under sometimes difficult and stressful conditions, with frequent deadlines and expectation to produce high quality work under limited time constraints as well as periodic contact with angry and confrontational individuals. The ability to work independently as well as closely with others is required.
ESSENTIAL FUNCTIONS:
Specific tasks and duties may vary between assignments, however, the following are considered essential functions expected of the Court Specialist classification:
- Frequent and ongoing use of a computer terminal to conduct a variety of the more advanced clerical functions and communications;
- Periodic, regular, and/or occasional contact with employees in other court divisions, government agencies, the public, and/or vendors with the ability to converse and respond appropriately to inquiries and requests;
- Periodic to regular lifting, walking, and carrying of files, documents, and other court related materials. Incumbents must have the ability to lift and carry 10 lbs.
PHYSICAL DEMANDS:
- Strength, dexterity, and coordination and/or ability to use a computer keyboard and read a video display terminal on a regular basis;
- Ability to listen to verbal requests from the public and court staff, then respond appropriately;
- Dexterity and coordination to handle files and single pieces of paper, occasional lifting of objects weighing up to 10 lbs, such as: files, stacks of paper, reference books, and other materials;
- Frequent need to reach for items above and below desk level, sometimes with the assistance of a ladder or step-stool;
- Standing and sitting for long periods of time is periodically required.
EXAMINATION: A screening panel will be convened to select those applicants deemed most qualified to participate in a written and/or oral examination. The examination process will include one or more of the following: application appraisal, written examination, and oral examination.
APPLICATION REQUIREMENTS: This recruitment requires the submission of an on-line application. No paper applications will be accepted. Completion of the supplemental questionnaire required. An electronic copy of your Resume must also be submitted as an attachment to this application submission.
The court is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, and veteran or disability status. The Court provides reasonable accommodations for applicants challenged with disabilities. If you are challenged with a disability as defined by the Federal Americans with Disabilities Act or the California Fair Employment and Housing Act and will be requesting an accommodation in the application process, please contact Renee Hughes or Pam McGee at or or (408) 882-2703 to discuss your request. TDD communication is available by calling (408) 882-2787.
The Court must verify the identity and employment authorization of all new employees to comply with the 1986 Immigration Reform & Control Act. This verification is required only after an offer of employment has been made. For further information regarding the required verification, please contact Human Resources at (408) 882-2747.
BENEFITS:
The Court offers a benefits package includes a choice of health, dental and vision plan, membership in the California Public Employees Retirement System (CalPERS) as permitted by law, life insurance, paid holidays, vacation, and sick leave.
The Court offered benefits package includes life insurance, a choice of health and dental plans, a vision plan, membership in the California Public Employees Retirement System (CalPERS), paid holidays, vacation, and sick leave.
01
In what ways have you discovered the importance of paying attention to detail in your work?
02
Describe any experience you have had with respect to the following:(a) direct interactions with attorneys, judicial officers, support staff, and justice partners; (b) processing Civil and Family matters;(c) review and analysis of basic pleadings, judicial council forms, and judgments; (d) calendars and notes for court;(e) researching local Rules, Civil and Family Codes.
03
Describe your experience with a specific document review projects. Please include the purpose of the review and the steps you undertook to complete the project, including how you summarized your findings.
04
I understand that for my application to be considered, I must thoroughly complete the work experience and education portions of the application form, to demonstrate my qualifications for this job.
- Yes
- No
05
Are you interested in a Regular Full-Time position?
- Yes
- No
06
Are you interested in an Extra Help position?
- Yes
- No
07
Are you interested in a Limited Term Full-Time position (individual is hired for a specific term subject to an extension at the end of the term at the Court’s discretion)?
- Yes
- No
08
I understand that for my application to be considered, I must complete required supplemental questionnaires as part of the application screening and selection process. The information I provide will be reviewed and used to determine my eligibility to move forward in the selection process. Incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process.
- Yes
- No
09
Authorization and Release. I have applied for employment with the Superior Court of California, County of Santa Clara (“Court”) and have provided information about my current and/or previous employment. I authorize the Court to investigate all statements made in my application for employment and to obtain any and all information concerning my former/current employment. This includes my job performance appraisals/evaluations, wage history, disciplinary action(s) if any, and all other matters pertaining to my employment history.I authorize my former and current employers and references to release contents of my employment record with their organizations and to provide any additional information that may be necessary for my application for employment with the Court, whether the information is positive or negative. I hereby release all such agencies and/or individuals who furnish such information, and the Court, from liability for damages, which may result from furnishing or receiving the information requested.
- Yes
- No
Required Question