Clerical Specialist - Civil Division - Clerk of Judicial Records

GENERAL DEFINITION:

- This is specialized clerical work, performing substantive processing work, in the area of specialization. A position in this class independently prepares, carries out and takes definitive action regarding processes and functions that are integral parts of the organization's mission. Work includes duties in the area of specialization that require some subject matter knowledge beyond those of terminology, format or information sources. Work may include the oversight of other clerical positions and/or the performance of higher or lower-level duties on an incidental basis, but the primary emphasis is on the personal performance of substantive processing work in a specialized field. A position in this class is differentiated from those in related classes by the incumbent's individual responsibility for independently accomplishing and accounting for substantive processes and actions. A position in this class reports directly to a higher-level clerical, technical, professional or administrative position.

TYPICAL EXAMPLES OF WORK:

- Maintains records of and processes administrative activities

- Determines when action, such as purchase of office supplies, is required and initiates same; assembles information from records for own or others' use in budget and other administrative planning efforts

- Establishes and maintains files on various bases; signs, date-stamps or otherwise identifies and/or controls records

- May instruct and/or review the work of other clerical positions.

- Schedules hearings, conferences, staff meetings, training sessions, and other gatherings; organizes and informs parties of such gatherings, insuring sufficient notice and evidence of same

- Documents steps taken to prepare for and follow-up on such activities; assembles and makes sufficient copies of case records, agenda, training materials and other information required; may take part in such meetings, hearings, etc., providing and securing information, decisions and/or directions for subsequent action.

- Answers telephone and/or receives visitors to office

- Answers questions about services and/or provides assistance; composes answers to correspondence about assigned functions or programs

- May open, sort and distribute mail; may receive and issue receipts for payments, posting that and other information to records; may make bank deposits; operates automated data-processing, copying, microfiche and dictating equipment, calculators, automatic sorters, collators, check signers, adding machines, and/or similar office equipment.

- Performs related work as may be required.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

- Comprehensive knowledge of clerical practices and procedures commonly employed in administrative, governmental, judicial or similar offices.

- Comprehensive knowledge of English usage, grammar, spelling and punctuation as used in clerical processing assignments in governmental or judicial offices.

- Thorough knowledge of the organizational and functional relationships within the County, the Court, and related organizations.

- Skill in gathering information from and explaining substantive processing requirements to visitors, callers, clients, attorneys, members of the public and representatives from other offices both within and outside of the County and/or Court.

- Skill in organizing workload, establishing priorities and completing substantive processing requirements.

- Ability to use spreadsheet, word processing, database, graphic and other computer programs and office equipment, when required by work assignment.

- Ability to document and control filing and other recordkeeping systems.

- Ability to establish and maintain effective working relationships with associates, callers, visitors, clients, representatives of other offices and members of the public.

ACCEPTABLE TRAINING AND EXPERIENCE:

- High School Diploma or GED

- Four to five years of clerical experience in an administrative, professional, governmental or judicial setting, two years of which shall have been at the full performance level in the area of specialization.

- Or any equivalent combination of acceptable training and experience which has provided the knowledge, skills and abilities cited above.