Exhibit Clerk I

Under general supervision, coordinates the day-to-day activities of the court’s exhibits function, including the receipt, safeguard, preservation, storage, inventory, release and disposition of physical materials entered into the Court record as evidence; and to perform other related duties as assigned.

DISTINGUISHING CHARACTERISITICS:  
This is the entry-level classification for the Exhibits Clerk series. The Exhibit Clerk is a clerical role responsible for the receipt, inventory, control and maintenance of Court exhibits. Incumbent ensures compliance with Court rules, policies and procedures and federal and state statutes governing the control and maintenance of exhibits.  

This classification is distinguished from the Exhibits Clerk II in that incumbents of the latter take a lead role in inventory and inspection activities and may assign and monitor the work of incumbents of the former. 

SUPERVISION RECEIVED AND EXERCISED

• Supervision provided by the Director of Court Operations or designee.

(Essential duties may vary from position to position within this classification. Reasonable accommodation will be made when requested and determined by the Court to be appropriate under applicable law.)

1. Receives exhibits placed in evidence or marked for identification by attorneys, the district attorney, and others; issues receipts for property.
2. Segregates and stores exhibits according to nature of items; catalogs property received by case number; maintains records showing location and handling until case is closed; stores property in an appropriate manner.
3. Maintains security and condition of property from time of storage to completion of case.
4. Stores weapons, narcotics, and valuables in a safe storage location.
5. Retrieves property for examination as required by authorized persons; withdraws exhibits for Court exhibition. 
6. Assists the Exhibit Clerk II with reviewing the case files to determine if exhibits may be legally returned or disposed; sends disposition notices to proper persons as required by law for authority to destroy or dispose of exhibits.
7. Assists the Exhibit Clerk II with answering questions on the phone or at the counter from the public, attorneys, court personnel, or law enforcement agencies on the status of exhibits and regulations relating to retention or destruction of property; and correctly interprets and explains legal requirements, judicial orders and court policies to court staff, litigants, attorneys and others.
8. Assists the Exhibit Clerk II with the yearly inventory of Court exhibits.
9. Assists the Exhibit Clerk II with monthly exhibit room inspections.
10. May perform general office support work including maintaining supplies of forms and materials; may operate standard office equipment, including a personal computer and printer.

MARGINAL FUNCTIONS

1. Performs related duties as assigned

Knowledge of:

• Storekeeping and inventory control methods.
• Policies, procedures, statutes and Rules of Court governing the intake, maintenance, safeguarding, storage, release and disposal of court exhibits.
• Codes, local rules, procedures and legal terminology applicable to the preparation, acceptance and processing of legal documents pertaining to court exhibits.
• Standard office practices and procedures, including record keeping and filing.
• Regulations and procedures governing the maintenance and disclosure of public records.
• Safety practices pertaining to the safe handling of firearms, ammunition, narcotics and other dangerous and/or hazardous chemicals and materials.
• Court policies and procedures applicable to the receipt and accounting for a variety of payments.
• Correct English usage.
• Personal computers and word processing software such as Microsoft Word and Excel.

Skill/Ability to:

• Understand, interpret, explain and apply detailed, specialized information, including codes, rules, policies, procedures, forms and legal terms.
• Perform official actions that require high attention to detail and application of code, rule and specific procedural requirements.
• Read, interpret, explain and apply statutory and legal requirements applicable to the investigation and preparation of cases for trial and the processing of associated legal documents.
• Use and operate automated case management system.
• Research case and file records.
• Establish and maintain effective relationships with those contacted during work.
• Maintain detailed legal records of property and evidence.
• Plan, utilize and maintain storeroom space.
• Maintain proper security to prevent theft or misplacement of evidence.
• Organize work, set priorities and follow-up assignments with a minimum of supervision.
• Interpret rules and regulations and provide effective guidance to coworkers.
• Exercise sound independent judgment within established procedural guidelines.
• Communicate effectively, both orally and in writing.
• Research technical documentation.
• Develop and update training and written technical materials and manuals. 
• Work with individuals from diverse socioeconomic, cultural, disability and ethnic backgrounds.
• Maintain confidentiality of information. 
• Organize work, set priorities and meet established deadlines.
• Maintain accurate records and files.
• Maintain flexibility in managing an unpredictable workday.
• Operate modern office equipment and personal computers, and use specified computer applications, including word processing, spreadsheets and other technology tools as applicable.
• Use manuals, codes or written guides as applicable.

Education and Experience:
Any combination of education and experience that could likely provide the required knowledge, skills, and abilities is qualifying.

• Education: Equivalent to completion of the twelfth grade or GED. 
• Experience: One year of experience in a Court, criminal justice or other governmental agency involved in the receipt, preservation, storage and disposition of material or legal evidence in a court support setting. 

DESIRABLE EMPLOYMENT STANDARDS

Knowledge of:

• Data entry and/or inquiry procedures.
• California Penal Code, the Code of Civil Procedures, the Government Code, and other laws pertinent to the receipt, storage, release, and disposition of property is qualifying.

Skill/Ability to:

• Type 45 words per minute.
• Use copy and fax machines.
• Read and interpret technical material such as legal documents and computer printouts.

WORKING CONDITIONS:
The demands and work environment characteristics described here are representative of those that must be met or are encountered by an employee while successfully performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Regularly Required:

• Sit at a desk and/or in front of a computer terminal.
• Twist and bend neck.
• Repetitive hand movement while performing computer data entry as well as writing.

Frequently Required:

• Grasp, lift and carry items weighing up to 25 lbs.
• Push and/or pull drawers of desk and/or file cabinets.
• Travel to various court divisions.
• Crouch, stoop, climb and reach while retrieving materials from shelves and cabinets.

Occasionally Required:

• Kneel while retrieving materials.
• Tolerate mild exposure to dust.