OFFICE ASSISTANT SENIOR - Option C (Court Stenographer)
FUNCTION
Performs specialized advanced journey level office support and clerical work.
DISTINGUISHING CHARACTERISTICS
This is an advanced journey level class for specialized office support and clerical work. Work includes a complex body of
technical or specialized subject matter that cannot be learned in a brief indoctrination period. This knowledge requires
extensive training and experience in specific occupations or specialized agencies. In departments performing general
clerical functions which do not require specialized occupational or program knowledge, positions must supervise other
clerical positions, be responsible for the work performed by the section and perform the most complex tasks. Positions in
a work specialty may perform many, or all, of the office functions listed under Option A - General in the accomplishment of
assignments. This class is distinguished by the complexity of the work, knowledge required and the relatively high
consequence of error and the independence, initiative and judgement required. While specific options are listed below,
Office Assistant Senior positions may occur in a variety of work areas and recruitment requiring thorough knowledge of
those work areas should be made.
SUPERVISION RECEIVED
The work of a specialized office support incumbent is performed under general supervision or direction of a higher level of
authority and the incumbents have the responsibility for the completion of assigned tasks accurately and in a timely
manner. Work is reviewed through observation and evaluation of work performance and tasks completed by the
incumbent.
SUPERVISION EXERCISED
As assigned, may exercise technical, functional or direct supervision of assigned personnel. May exercise functional
supervision of assigned personnel in the absence of supervisor.
EXAMPLES OF WORK PERFORMED / ESSENTIAL FUNCTIONS
An employee in this class series will receive a work assignment to Option C - Court Stenographer. Although an employee
is assigned to this work specialty area, the employee may perform many, or all, of the office functions listed in Option A General in the accomplishment of assignments. Due to the nature of the work assignment, the following examples of work
may not be listed in order of importance/priority.
OPTION C: COURT STENOGRAPHER:
1. Attends all Superior Court sessions.
2. Issues oaths to witnesses, jurors in the courtroom and others as needed.
3. Marks, maintains and insures safekeeping of exhibits. Releases exhibits which have been admitted into evidence to
the jury during deliberations.
4. Impanels and polls jurors; administers oaths to witnesses, jurors and others as necessary.
5. Takes oral dictation verbatim or paraphrasing using shorthand.
6. Transcribes minutes of all court sessions and produces minute entries on pending matters.
7. Transcribes previous court proceedings while listening to and making note of current court proceedings.
8. Establishes case files and keeps records of matters taken under advisement to assure judge's ruling within time
limitations set by law.
9. Records and monitors case activities for compliance with legal time constraints.
10. Procures related exhibits, depositions and transcripts prior to court proceedings.
11. Prepares, processes, copies and distributes various orders and documents related to court proceedings in a timely
manner.
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12. Prepares certified copies, orders and reports.
13. Reads, proofs and edits work for accuracy and detail.
14. Acts as liaison for the court between attorneys, law enforcement agencies, various state, county and city departments
and the public.
15. Issues summons, subpoenas, bench warrants, arrest warrants, orders, writs, orders to show cause, marriage licenses,
etc.
16. May be required to assist in other areas of the Department as necessary.
17. Provides guidance and direction to less experienced staff.
18. Performs special assignments as requested.
19. Performs related work as required.
OPTION A: GENERAL:
1. As assigned, assigns, trains, oversees or directly supervises and reviews the work of subordinate clerical and office
employees. May assist in interviewing and screening applicants and recommending disciplinary actions. May
complete employee evaluations.
2. Establishes work procedures and priorities.
3. Types, files, answers phone, and relays messages.
4. Assists public over counter and on phone. Greets visitors.
5. Compiles statistics and researches for information.
6. Composes letters and other documents in following up previous work, responding to inquiries, obtaining or updating
information and making notifications.
7. Responds to questions concerning departmental procedures.
8. Verifies and checks work for completeness and accuracy, and resolves errors and omissions.
9. Establishes and maintains filing, indexing and cross-referencing systems.
10. Reviews incoming and outgoing computer data for accuracy, completeness and quality.
11. Uses computer terminals to input data and obtain data from the computer during on-line operations.
12. Processes departmental timesheets and paychecks, routine personnel transactions, invoices, checks, vouchers, or
other records.
13. Establishes and maintains fiscal records in accordance with established procedures.
14. Processes and maintains various legal tax and license records, documents and reports. Issues various licenses and
permits.
15. Posts data to records. Compiles and computes data from files and other sources in preparing reports.
16. Gathers and prepares material for special reports, forms, policy formulation and summaries at the request of superiors.
17. Reviews requisitions and confers with departmental officials regarding items to be purchased.
18. Receives and processes routine requisitions for department. Allocates items to a variety of accounts according to
prescribed classifications.
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19. Assists in the preparation of specifications.
20. Performs limited research for the assigned area.
21. Coordinates the purchase of non-expendable items with the Purchasing Division of the Financial Services Department.
22. Conducts correspondence and occasional interviews with vendors and their representatives.
23. Determines whether prices are fair and correct, and if quality meets specification standards.
24. Locates sources of supply for regular and emergency purchases.
25. Maintains purchasing records and reports.
26. Operates common office machines to include computer keyboards and related peripheral equipment.
27. Performs special assignments as requested.
28. Performs related work as required.
WORK CONTACTS
Regular contact with associate personnel, other county departments, outside agencies, the general public, and others as
required during the performance of work assignments to include, but not limited to, providing explanations, coordinating
activities, gathering required information, responding to inquiries, and resolving complaints.
CONDITIONS OF WORK
Work is subject to varying post or job site assignments and may be subject to call-back or on-call status and irregular
schedules to include completion of work assignments on weekends and holidays. Work may also be subject to traveling
and irregular hours in order to perform work assignments. May involve lifting of objects weighing less than 25 lbs. and
occasional - frequent lifting of objects weighing 25 - 50 lbs.
DESIRABLE KNOWLEDGE, SKILLS AND ABILITIES
Specialized knowledge of:
--the procedures, terminology, equipment, accepted or common practices, and policies of the assigned specialized
work and the department/area to which assigned.
--English grammar, spelling, and arithmetic.
--standard office practices, procedures and equipment.
--filing, index and information systems.
--computing literacy to include use of electronic spreadsheet and word processing applications.
Skill in:
--efficiently operating and utilizing modern office machines as necessary to include typewriters, fax transmittal
machines, calculators, and the use of computer keyboards and related software and peripheral equipment.
Ability to:
--effectively perform the responsibilities of the specialty field and the position.
--establish and maintain efficient filing, indexing, cross-referencing and case management systems.
--use good judgement in applying established guidelines to solve work problems.
--organize and prioritize assignments, cope with varying demands and work under pressure with frequent
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interruptions.
--analyze information and interpret and apply technical, legal and departmental information encountered in the
performance of responsibilities.
--exercise courtesy and tact in dealing with the public and public officials and maintain confidentiality.
--work independently in completing assigned tasks accurately and in maintaining standard correspondence, files,
and reports of the office.
--work and communicate effectively with all people contacted in the work.
--understand and carry out complex written and oral instructions.
--type accurately and at a speed necessary to fulfill job responsibilities.
ACCEPTABLE EXPERIENCE AND TRAINING
Any acceptable combination of education and experience equivalent to graduation from high school and useful
clerical/office experience equivalent to three (3) years of progressively responsible clerical/office experience, of which at
least two (2) years of progressively responsible experience performing specialized advanced journey level office support
work for the department/area to which assigned and provided the experience, knowledge and skills which would enable
the incumbent to effectively fulfill the responsibilities of the position after only a brief introduction to assigned
department/area. OR an equivalent combination of experience, education and training which provides the desired
knowledge, skills and abilities.
NECESSARY SPECIAL REQUIREMENT
Must provide an affidavit and/or demonstrate proficiency to type 60 words per minute (wpm). As some
assignments may require driving as part of the assigned work, an individual may be required to possess and maintain a
valid driver's license and provide acceptable driving history at no cost to the County.
OPTION C: COURT STENOGRAPHER: Take shorthand at 80 words per minute.
DISCLAIMER
The above information on this description has been designed to indicate the general nature and level of work performed by
employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all
duties, responsibilities, and qualifications required of employees assigned to this job.
OCCUPATIONAL CATEGORY:
Clerical/Technician/Paraprofessional
FLSA STATUS:
Non-Exempt (Classified; Judicial Merit System-Classified)
EFFECTIVE DATE:
October 1, 1991
REVISED DATE:
February 19, 1994
REVISED DATE:
March 19, 1998
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