County of Alameda

DESCRIPTION

Under direction in the Sheriff’s Office, Civil or Warrants and Records Section, the Supervising Legal Clerk supervises, organizes, and coordinates the work of Legal Process Clerks I/II, Account Clerks, and other clerical personnel engaged in the filing and processing of documents and makes decisions involving procedural or technical problems. The Supervising Legal Clerk also performs or supervises the preparation of daily accounting and the audit of all fees received for deposit or disbursed and interfaces with accounting units.

DISTINGUISHING FEATURES

Supervising Legal Clerks report directly to a Sheriff’s Lieutenant. Positions in this classification are distinguished from Legal Process Clerks by their supervisory and coordinating responsibilities as well as the input they have in the formulation of policy and procedures for the unit.

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.

1. Supervises and trains Legal Process Clerks in the processing of documents for filing, recording, and enforcement (may involve civil, probate, criminal, or real property actions). May also supervise work furlough participants.

2. Acts as a liaison for other county departments and vendors.

3. Prepares or supervises preparation of daily accounting, audit, deposit, reconciliation, and transfer of all fees received for deposit or disbursement and interfaces with accounting units; prepares financial reports related to the civil unit and the trust accounts; oversees the transfer of funds.

4. Resolves technical and procedural problems between courts, title companies, attorneys and the general public, both verbally and in written communication.

5. Assures compliance of legal requirements and may contact the court regarding discrepancies.

6. Assists staff at counter to ensure prompt service to public as necessary.

7. Prepares and maintains written correspondence and reports as required.

8. Interviews and recommends new employees for hiring; prepares employee evaluations.

9. Acts as liaison with the software vendor and information technology staff regarding development and enhancements of the automated systems and trains employees to use the administration system

10. Implements policies and procedures to ensure compliance with changing laws and conducts a continuing program of orientation and training for new and regular employees to keep them abreast of current procedures.

11. Assists with the annual civil budget.

MINIMUM QUALIFICATIONS

Either I

The equivalent of 18 months full-time experience in the class of Legal Process Clerk
in the Alameda County classified service. (Non-classified includes District Attorney’s Office,
Hospital Authority and the Consolidated Courts.)

Or II

The equivalent of three years’ full-time clerical experience including two (2) years preparing or processing legal documents, forms or records for court matters or a County recorder’s office.

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 this specification.

Knowledge of:

• California Codes as they pertain to recordable documents and court documents.
• operating details and policy and procedures of the civil process, Superior Court, and the Recordable Documents Unit.
• principles and practices of supervision.
• modern office organization, management, practices, and equipment.
• business correspondence and record keeping systems.
• training methods and techniques.
• general accounting and auditing principles.


Ability to:

• interpret the Code of Civil Procedures and the California State Sheriff’s Procedural Manual.
• train staff in operating procedures.
• deal effectively with members of the legal profession and the public.
• lead and direct staff.
• interpersonal sensitivity.
• communicate effectively both orally and in writing.

CLASS SPEC HISTORY

PB:lr-4/29/77
Retyped:gw-5/77
Rev. HC:ab-3/83
Revised: 9/97
VS:lm
Old doc: 0201h.doc
New doc: 1514.doc
ys/12/00
CSC Date: 10/15/97
CH:cs Revised 4/1/13
CSC Date: 5/1/13

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)
• Accidental Death and Dismemberment Insurance 
• 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

• 12 paid holidays
• Floating Holidays
• Vacation and sick leave accrual
• Vacation purchase program
• Management Paid Leave**
• Catastrophic Sick Leave
• 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
• 1^st 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.

** Non-exempt management employees are entitled to up to three days of management paid leave. Exempt management employees are entitled to up to seven days of management paid leave.