Courtroom Clerk
The ideal candidate has exceptional listening skills, is able to perform multiple tasks while maintaining focus, is detail-oriented and maintains composure under pressure. The courtroom clerk ensures that proceedings run smoothly, anticipating needs before they arise, while ensuring an accurate record is maintained.
Under general direction of the assigned Unit Manager, a Courtroom Clerk independently performs complex legal clerical work in support of judges, commissioners and referees; attends hearings, trials and conferences; prepares official minutes of proceedings; and performs related duties as required.
When assigned, all of the essential functions and tasks listed below must be accomplished effectively, are standard, and may not be inclusive of all functions and tasks that may be assigned. The Court reserves the right to assign or reassign duties as required to achieve business and operational objectives. Duties may include, but are not limited to the following:
- Serves as a clerk to a Superior Court Judge, Commissioner, Referee or Temporary Judge in the execution of daily court calendars and/or pleadings before trial.
- Attends court sessions; accurately takes notes regarding proceedings; prepares minutes, legal notices, court decisions and other legal documents such as abstracts of judgments; commitments to state prisons, mental health facilities or County jail; prepares and distributes or answers correspondence related to court procedures and disposition of cases; prepares brief summaries including but not limited to court attendance, court findings, court orders, continuances and other court documents as may be required by specific proceedings or as directed by the bench officer; prepares, issues and recalls bench warrants and provides information and referral to court services and related prosecution and legal defense operations.
- Receives and reviews legal documents for completeness, conformity and compliance with Court procedures; accepts documents or rejects if requirements are not met; receives and prepares legal documents/orders to support court orders; completes and distributes a number of computer-generated orders and documents.
- Maintains records of hearing dates and continuances; notifies parties of court matters; prepares written notice to attorneys and others regarding hearing dates, filing dates, court rulings and decisions; consults with attorneys and the court regarding changes in court calendar dates as ordered by the Court; calendars cases from one session to another.
- Enters specified information and summaries of proceedings into various automated systems, utilizing a variety of criminal, civil and related database and word processing formats.
- Distributes and posts court calendars; prepares and distributes court orders, decisions, judgments, abstracts of judgment, other legal documents and court-related forms.
- May provide a variety of clerical and technical support to bench officers; acts as a liaison with attorneys and representatives of county departments and local law enforcement agencies.
- Attend hearings regarding confidential legal matters and assumes the responsibility of maintaining confidentiality of records and information.
- Impanels juries; records juror excuses and challenges by counsel; compiles record of jury selection process and attendance and provides information timely to the Jury Commissioner's Office; polls jury; reads, records and files jury verdicts; administers oath to jury, witnesses, interpreters and bailiffs.
- Manages the courtroom to ensure that it is run efficiently and effectively such as coordinating courtroom activity and needs with the various processing units, jury services and other Court divisions as well as legal counsel, law enforcement representatives and others involved with court operations and execution of orders; assures all parties are present, including jurors, counsel and litigants, before proceeding.
- Ensures files and documents are forwarded to appropriate personnel for completion in a timely manner consistent with time standards or as set by law when applicable.
- Takes custody of, marks and keeps written records of all physical exhibits presented to the court as evidence.
- Keeps abreast of legislative changes regarding court rules and procedures; statutes, codes, laws, regulations, policies and procedures
- Understand and adhere to the high standard of ethical behavior as defined in the Code of Ethics for the Court Employees of California.
- Provide detailed and accurate information to judicial officers, Court personnel, personnel from justice partners and other governmental agencies, and the general public in a courteous, tactful and professional manner.
- Complies with state and local rules, statutes, procedures and policies regarding release of court-related information.
- May assist in training other clerks in the procedures and processes of a specific courtroom.
- Assists in the maintenance of forms and Courtroom Clerk manuals.
- Travels to and works in other facilities as needed.
- Assist the processing units when services are not required in the courtroom.
- Provides vacation and temporary relief as required.
- Be prepared and punctual for court proceedings.
- Performs related duties as assigned.
Knowledge Of:
- Knowledge of court functions, characteristics, services, activities, legal procedures and documents used in court cases.
- Legal terminology.
- Statutes related to court legal processes and procedures, including but not limited to the: California Rules of Court; California Code of Civil Procedures; Probate Code, Civil Code, Government Code; Penal Code; Welfare and Institutions Code; Vehicle Code; and other statutes relating to court processes and procedures.
- Modern office methods and technology including the use of a personal computer and related software such as word processing, spreadsheets, databases and case management systems.
- Correct English usage, grammar, spelling and vocabulary.
- Basic mathematics.
- Recordkeeping procedures.
Ability To:
- Record minutes of court proceedings accurately.
- Write legibly and speak understandably.
- Listen carefully to note pertinent information for court records.
- Administer oaths and affirmations.
- Understand, explain and apply specific statutes, codes, laws, regulations, policies and procedures.
- Use independent judgment.
- Maintain confidentiality.
- Perform courtroom and legal processes accurately and timely.
- Establish and maintain effective working relationships with bench officers, court personnel, personnel from justice partners and other governmental agencies and the general public.
- Address large groups of people to explain forms and procedures.
- Tolerate frequent interruptions.
- Communicate orally and in writing.
- Follow written and verbal instructions.
- Enter data into a computer typing accurately at a speed sufficient to perform the duties of the position.
- Organize and prioritize work while handling multiple assignments simultaneously; locate.
- Identify and correct technical inaccuracies.
- Research and compile statistical data.
- Provide lead direction and assist in training staff.
Minimum Qualifications: Three (3) years of experience preparing or processing legal documents, forms, and/or records. AND Minimum of high school diploma or possession of General Education Diploma (G.E.D.) AND Typing speed of not less than 35 words per minute. Substitution: Completion of course work from a law school or major course work from an accredited college, university, business school or training school in a field that is related to the knowledge and abilities specified for this classification (30 semester units or 45 quarter units equals one year of experience); or completion of a legal assistant certification program from an accredited business school, college, or university may be substituted for the required experience up to one (1) year. Desirable Qualifications: Bilingual skills are desirable.
The physical requirements described here are representative of those that must be met by an incumbent to successfully perform the essential functions of this classification. Reasonable accommodations may be available to a qualified individual with a disability that will enable him/her to perform the essential functions of the Courtroom Clerk classification. Ability to sit for extended periods of time; dexterity and coordination to handle files and single pieces of paper; frequent lifting, carrying, pushing or pulling of objects weighing up to 25 pounds; strength, dexterity and coordination and/or ability to use a computer keyboard and read a video display terminal on a daily basis; vision which can be corrected to a level sufficient to read handwritten, typed and computer generated information and data; hearing and speech ability sufficient to enable communication by telephone and in-person; ability to frequently reach for and/or twist for items above and below desk level, sometimes with the assistance of a ladder or stepstool; frequently moves from place to place within the office; frequently walks short distances; and vision abilities required by the job include close vision, distance vision, color vision, peripheral vision and the ability to adjust focus to enable incumbent to decipher color coded files, forms, complete data entry and read operating instructions and procedures. Work is generally performed in an office environment. Routine noises and noise levels occur within the work environment. Incumbent may work along or in close proximity to others, and may be performed in a standard court setting with open cubicles, offices and courtrooms. Incumbents will have regular contact with other staff and the public. Incumbent may encounter members of the public that display a high-level of stress. Incumbents may be assigned to and/or