Litigation Support Clerk - City Prosecutor's Office

The City Prosecutor’s Office is recruiting for several vacancies. One is in the Body Worn Camera (BWC) Unit. A second is in Arraignments, and a third in the File Room or Victim Notification. Theses starting positions involve highly detailed, focused, and repetitive work requiring a high level of accuracy and speed in a variety of computer systems. Here is a brief description of some of the duties for which this position is responsible: BWC clerks are dedicated to the audio and video redaction and disclosure of video for a wide range of court cases. Arraignments clerks pull reports from other systems into the case management system, disclose reports as required and prepare court calendars. File Room clerks process minute entries from two daily court session, update the case management system and prepare court calendars. Victim Notification clerks prepare and mail a high volume of letters to notify victims of upcoming court dates. Additional responsibilities for these positions are too detailed to address here. Due to the nature of the subject matter, confidentiality is required. All clerks are required to assist at the reception desk during each work week to fill in for breaks, lunches, and absences. Many of the other positions in the Prosecutor’s Office are assigned to experienced clerks.

Spanish language skills are a plus, but not required.

Please note: This is an entry-level position. Hiring rate is firm at $15.60 per hour or in accordance with Administrative Directives for current employees.

Individuals in this classification are responsible for maintaining and distributing information and physical/electronic files or related information to internal and external parties. This position also assists the public, including defendants, public defenders, private counsel, victims, witnesses, and other government agencies.

Litigation Support Clerks in this department may work in a single unit position, but primarily work as part of a team. Rotation and cross training are required throughout the Division. Specific duties, including the amount of scanning, copying, data entry, word processing, file searches and contact with the public will vary within the assigned organizational unit.

General office hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. While in training and on probation, hours will be 8:00 a.m. to 5 p.m.

Based on department and staffing needs, an employee may be required to work a shift from 6:30 a.m. to 3:30 p.m. This is rare.

Performs file management functions including alphabetical and numerical case filing, creating new case files, tracking case files, matching documents to case files and researching record requests, copying, data entry; minute entries, legal pleadings; orders reports and other evidentiary materials as required. Reviews case files for accuracy and completeness, determines next appropriate action and forwards files for proper handling or to next section.

Enter, amend or delete basic complex entries in specialized computer data bases in computer systems used by the City Prosecutor, City Court and the Tucson Police Department. Print, fax, and/or scan related documents for dissemination. Access databases to track, update and locate files and/or information by attaching relevant materials. Access other government databases as required.

Provides customer service in person or on telephone with inquiries to the attorneys, victims, defendants and/or public by answering/resolving relevant questions concerning various levels of customer service needs.

Performs intake and processes all materials submitted for prosecution including citations, long form complaints, custodial arrests and requests for prosecution; access and print priors, MVD and NCIC reports; prepare appropriate legal forms relating to specific cases including, but not limited to, long form complaints, applications for warrant, motions to continue, motions to set, allegations of priors, and motions to amend/dismiss.

Redacts reports as required by law, photocopy reports, copy compact discs, dvds, photos and other disclosure items for defense.

Prepares subpoenas, reviews for accuracy and completeness and tracks returns of service as applicable; log/schedules officers for evidentiary hearings and trials.

Acts as a liaison between victim/witnesses throughout court proceedings; accompanies victims/witnesses to court proceedings and informs them of their legal rights under Federal and State laws; provides emotional support and empathetic/active listening for victims and family members. Maintains case files and statistical reports on each victim/witness and services provided. Prepares and sends all necessary correspondence/forms to victims/witnesses advising and updating on current or past cases.

Attends court to support prosecutor in processing files and minute entries as required.

Compiles daily and weekly statistical reports for management and participates in other routine record keeping procedures and duties for management.

Coordinates diversion programs by assisting defendants participating in program by tracking progress of participants by maintaining case files and filing motions for completion, continuance or non compliance in program.

Communicates and coordinates regularly with others to maximize the effectiveness and efficiency of intra and interdepartmental operations and activities. Assists in training personnel in the proper job procedures, methods and techniques. Offers guidance to other positions performing the same or related tasks.

Minimum Education Level & Type: High School Diploma or G.E.D.

Applicants who are successful in the Oral Board Interview and receive a contingent offer of employment will need to provide a typing certificate received within the previous 12 months indicating a minimum NET typing speed of 25 WPM or greater. Typing certificates will only be accepted from HB Staffing. Successful Applicants will need a current Arizona driver's license and will be sent to fingerprinting at our expense if they accept a contingent job offer.

Information on how to obtain a typing certificate will be given to those candidates who are extended an offer of employment. Please note: the typing exam will have a cost of $15. The exam will be done remotely from home. System Requirements: Desktop or Laptop with a Keyboard; Chrome capability (No phones or tablets)

This job requires heavy data entry and long period of sitting, focused attention, multi-tasking, and the ability to complete required work within a short timeframe. All new clerks receive entry level training in data entry, running background checks, downloading reports; reviewing and scanning minute entries; processing body worn camera video and citations; redacting and disclosing reports; reviewing, updating, tasking and assigning cases in a case management system after court sessions and assisting at the front desk on a rotating schedule.

Candidates who receive a contingent offer letter must provide - in addition to a typing test - a copy of their current driver's license.

**The individual selected for these positions may be required to spend on hour each day in one of our systems – NCIC. Working in this system will require a fingerprint background check.

Training and/or experience with MS Office Suite and computer data bases

Training/experience in data entry with case management software

Training/experience reading, entering, scanning and changing data in advanced electronic case management systems

Body worn camera or video review and redacting experience

Applicants who meet the minimum qualifications will be evaluated on the education and work experience in their employment profile and the responses to their supplemental questions. The highest scoring applicants will then be invited to participate in an Oral Board interview.

• It is important to note that the City of Tucson uses Microsoft Teams for its virtual interviews. Please ensure that you have access to this software application.

• Virtual Oral Board Interviews will be held the week of April 24, 2023.

Upon completion of all examination processes, the highest scoring applicants will be placed on the Civil Service Employment List. An applicant's ranking on the Civil Service list will be based on their final score which will be calculated as:

• 10% of your rating for education and work experience
• 90% of your oral board interview score

This recruitment will establish a civil service list that will be utilized to fill vacancies occurring within the next 6 months. Post list hiring interviews may be conducted prior to final selection.

Veterans, Native American, or Disability preference points will be added to the final score for those that are placed on the Civil Service Employment List. If you qualify for preference points as outlined in the Employment Profile, please email your documents to [email protected] when you receive your invitation to the oral board interview. The DD 214 must be a copy that indicates characterization of service.

If you are in need of Americans with Disabilities Act-related accommodation during the testing process, please email [email protected] at least 48 hours prior to the evaluation.

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