Administrative Legal Clerk - Entry

Job Description:

Administrative Legal Clerk - Entry

Description

Introduction

The Eligible List resulting from this recruitment will be used specifically to fill vacancies within the Corrections Division of the Sheriff's Office.

The Placer County Sheriff's Office Corrections Division is currently accepting applications for Administrative Legal Clerk - Entry and Administrative Legal Clerk - Journey . Please review individual job postings for the minimum qualifications required at each level. To participate at the entry level, journey level, or both, you must complete and submit separate applications for each recruitment:

Administrative Legal Clerk - Entry #2024-12351-01

Administrative Legal Clerk - Journey #2024-12352-01

The Corrections Division (jail) of the Sheriff's Office is seeking several Administrative Legal Clerks. These positions perform a variety of administrative and clerical work and are responsible for working in warrants, booking, and the front office. In addition to base pay, positions in this division receive 5% Jail Incentive Pay, Night Shift Differential pay of 7.5% (when assigned to work the night shift), and a uniform allowance in the amount of $750 per year. This division requires working 12-hour shifts, including nights, weekends, and holidays. Positions are located in the jail at either the Auburn or South Placer facility. All jail shifts are rotational based on seniority.

This continuous recruitment will remain open for the calendar year, or until the final filing date, whichever occurs first. The eligible list established from this continuous recruitment will expire by the end of the calendar year. Applicants will be eligible to reapply and take an examination if a new recruitment opens the following calendar year.

Applicants who are hired as temporary/extra-help may be eligible to transition to permanent status. Temporary/extra-help positions are limited to 999 hours per fiscal year (960 hours for CalPERS retired annuitants). Extra-Help staff may not be required to work night, weekend, or holiday shifts.

Online examinations will be scheduled throughout the year as applications are received. Qualified applicants will be notified of their testing date via email once the examination date has been scheduled. Review the Selection Procedure section to review the tentative testing dates.

To be considered for the next screening cut-off in this recruitment, please submit your application materials Wednesday, September 4, 2024, at 5:00pm. The next testing session is tentatively scheduled for the Week of September 23, 2024.

POSITION INFORMATION

For more information, please click here to view the detailed recruitment brochure.

For answers to frequently asked questions specific to recruitments for the Sheriff's Office click here .

BENEFITS

Placer County offers a comprehensive benefits package to employees. The following information represents benefits currently available to permanent Placer County employees and may be subject to change. Applicants should inquire as to the most current benefit package during hiring interviews or by contacting the Human Resources Department.

Click here to view Placer Public Employees Organization (PPEO) benefits.

For more information regarding the benefits Placer County has to offer, please visit Placer County's Human Resources website.

DEFINITION

To perform a wide variety of general and legal administrative, clerical and document processing duties related to the legal function and department assigned; to serve as initial contact to the public; and to support law enforcement with a variety of administrative tasks.

DISTINGUISHING CHARACTERISTICS

This is the entry level class in the Administrative Legal Clerk series. Positions in this class typically have little or no directly related work experience and work under immediate supervision while learning job tasks. The Administrative Legal Clerk - Entry class is distinguished from the journey level by the performance of less than the full range of duties assigned to the journey level. Incumbents work under immediate supervision while learning job tasks, progressing to general supervision as procedures and processes of assigned area of responsibility are learned.

SUPERVISION RECEIVED AND EXERCISED

Receives immediate supervision from management or supervisory positions, and may receive functional and technical supervision from clerical and secretarial personnel.

EXAMPLES OF ESSENTIAL DUTIES

Essential duties may include, but are not limited to, the following:

• Perform general and legal clerical duties related to assigned functional area and department including compiling data for, summarizing and maintaining a variety of statistical logs, reports, records, lists and files.
  
• Review legal documents, arrests or incident records, probation reports, Coroner reports, citations, and files to identify inaccurate, inconsistent, and unclear information; notify appropriate staff to resolve issue.
  
• Process records requests; maintain and purge records and files consistent with department policies.
  
• Receive and log inmate property; release property to inmates and/or family members consistent with department policies.
  
• Enter, modify and cancel warrants.
  
• Fingerprint the public, arrestees, and inmates; register sex, arson, and gang offenders.
  
• Type, proofread and process a variety of documents including general and legal correspondence, memos, and statistical charts from rough draft.
  
• Act as a receptionist; answer the telephone and wait on the general public and other law enforcement agencies, receive and respond to requests for information regarding department and assigned program policies and procedures in accordance with legal requirements governing release of information.
  
• Issue, receive, type and process various legal applications, and other forms; process bookings and other jail related documents; transmit recorded information to State of California and other states.
  
• Collect and process fees and charges; process bails and permits.
  
• Schedule appointments as assigned.
  
• Perform a wide variety of clerical work including filing, checking and recording information on records.
  
• Sort and file legal and general documents and records, maintaining alphabetical, index, and cross-reference files.
  
• Maintain a variety of statistical records; check and tabulate statistical data; prepare routine statistical reports.
  
• Operate standard office equipment including word processing applications as assigned, may perform duties on computer spreadsheet programs; operate stand alone computer software programs or equipment as related to the legal obligation assigned.
  
• Compile data, summarize and maintain a variety of statistical logs, reports, records, lists and files.
  
• Operate and access automated criminal justice telecommunication information systems and subsystems.
  
• Screen for entrance/exit for visitors to and from secured areas.
  
• Enter, modify and retrieve data into local, state and national computer systems.
  
• Conduct record searches in a centralized data base.
  
• May be subpoenaed to testify in court.
  
• Receive, sort and distribute incoming and outgoing mail and packages.
  
• May act as secretary as necessary.
  
• Build and maintain positive working relationships with co-workers, other County employees and the public using principles of good customer service.
  
• When assigned to the jail, may process inmates into custody.
  
• Perform related duties as assigned.
  

WORKING CONDITIONS

Work is typically performed in an indoor office environment and controlled temperature conditions. Tasks may involve extended periods of time at a keyboard or workstation. Positions may require traveling to and from other locations in a variety of outdoor weather conditions and lifting materials and supplies of light weight. Incumbents may work odd or unusual hours including nights, weekends, holidays and/or overtime and in proximity to inmates or defendants. Incumbents may be subject to periods of facility lockdown.

MINIMUM QUALIFICATIONS

It is the responsibility of applicants to identify in their application materials how they meet the minimum qualifications listed below.

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience: Two years of clerical experience.

Training: Equivalent to the completion of the twelfth grade.

Required License or Certificate:
May need to possess a valid driver's license as required by the position. Proof of adequate vehicle insurance and medical clearance may also be required.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• Principles and practices of customer service and reception.
  
• English usage, spelling, grammar, and punctuation.
  
• Mathematical calculations.
  
• Principles and practices of computer hardware and software including word processing, spreadsheets and database packages.
  
• Principles and practices of filing and record keeping.
  

Ability to:

• On a continuous basis, sit at desk and/or stand at counter for long periods of time. Intermittently twist and reach office equipment; write or use keyboard to communicate through written means; perform simple grasping and fine manipulations; lift light weight.
  
• Intermittently review documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures to the public and staff.
  
• Work various shifts which include nights, weekends and holidays as assigned.
  
• Learn the organization, procedures and operating details of the County department to which assigned.
  
• Learn how to use word processing equipment.
  
• Perform routine legal clerical work including maintenance of appropriate records and preparation of reports.
  
• Verify and check files and data.
  
• Learn how to use a spread sheet and data base program on the computer.
  
• Understand and carry out both oral and written directions.
  
• Perform routine mathematical calculations.
  
• Maintain confidentiality.
  
• Deal tactfully and professionally with a variety of individuals.
  
• Establish and maintain effective working relationships with those contacted in the course of work.
  
• Use modern office equipment and computers.
  
• Type accurately at a speed of 45 words per minute.
  

SELECTION PROCEDURE

Written Examination (100%)

After the posted filing deadline, qualified candidates will receive a notification via email when the examination is available. The online examination may include multiple choice, true/false, fill-in, matching, and/or essay type questions directly related to the required knowledge and abilities for this classification.

Note: Candidates will have approximately three (3) calendar days from the date of notification to complete the online examination. Only one attempt will be permitted.

The written examinations have been tentatively scheduled for the following:

• Week of September 23, 2024
  
• Week of December 9, 2024
  

MISCELLANEOUS INFORMATION

Length of Probation:

• All permanent appointments from open eligible lists to positions in the classified service shall serve a probationary period of twelve (12) months or two thousand eighty (2,080) hours, whichever is more.

Bargaining Unit:

• General

CONDITION OF EMPLOYMENT

Prior to the date of hire, applicants must undergo a fingerprint test by the Department of Justice, pass a medical examination (which may include a drug screening and possibly a psychological evaluation), sign a constitutional oath, and submit proof of U.S. citizenship or legal right to remain and work in the U.S. For some positions, applicants may also be required to submit proof of age, undergo a background investigation (which may include a voice stress analysis and/or a polygraph), and/or be bonded. Additionally, positions in law enforcement classifications and those supporting law enforcement functions will be required to complete a conviction history questionnaire prior to or during the interview process. Applicants for positions with access to Medi-Cal billing software or who are licensed providers must clear the Federal Exclusion List, credentialing, and social security verification. Failure to clear these requirements may result in an employment offer being withdrawn.

SUBSTITUTE LISTS

The eligible list resulting from this recruitment may be certified as a substitute list for a substantially similar classification. For this purpose, a substantially similar classification is one at a lower level in the same classification (example: entry level vs. journey level) and/or a similar classification (similar work performed, similar training and experience qualifications required). If you are contacted for an interview by a County department, you will be informed of the classification and other relevant information. If you choose not to interview for a substantially similar classification, you will remain on the eligible list for which you originally applied.

EMPLOYEES OF OTHER PUBLIC AGENCIES

Placer County offers an expedited process for qualifying certain applicants for interviews. Candidates currently employed, or employed within the last year, by a public agency operating under a personnel civil service or merit system may be eligible to be placed on a Public Agency Eligible List and certified as eligible for appointment to a similar job assignment without going through the examination process. For more information on the Public Agency Eligible List, to download forms, or to apply, please click here.

EQUAL OPPORTUNITY EMPLOYER

Thank you for your interest in employment with Placer County. Placer County is an equal opportunity employer and is committed to an active nondiscrimination program. It is the stated policy of Placer County that harassment, discrimination, and retaliation are prohibited and that all employees, applicants, agents, contractors, and interns/volunteers shall receive equal consideration and treatment. All terms and conditions of employment, including but not limited to recruitment, hiring, transfer, and promotion will be based on the qualifications of the individual for the positions being filled regardless of gender (including gender identity and expression), sexual orientation, race (including traits historically associated with race, including, but not limited to, hair texture and protective hairstyles such as braids, locks, and twists), color, ancestry, religion (including creed and belief), national origin, citizenship, physical disability (including HIV and AIDS), mental disability, medical condition (including cancer or genetic characteristics/information), age (40 or over), marital status, military and/or veteran status, sex (including parental status, pregnancy, childbirth, breastfeeding, and related medical conditions), reproductive health decision making, political orientation, or any other classification protected by federal, state, or local law. Please contact the Human Resources Department at least 5 working days before a scheduled examination if you require accommodation in the examination process. Medical disability verification may be required prior to accommodation.

Conclusion

For questions regarding this recruitment, please email PCHRDSRFRecruit@Placer.ca.gov.

Closing Date/Time: Continuous

Salary:

$20.89 - $26.12/hour; $3,620.93 - $4,527.47/month; $43,451.20 - $54,329.60/year