CITY OF PHILADELPHIA PERSONNEL DEPARTMENT

1B40
LEGAL SERVICES CLERK

Specialties
( Trial Listing ) (Forensic Evidence )

GENERAL DEFINITION

This is complex, specialized clerical work in support of law enforcement activities. Employees in the Trial Listing specialty of this class process a variety of legal forms and records necessary to prosecute defendants, while employees in the Forensic Evidence specialty follow chain-of-custody handling techniques for receipt and storage of evidence. Adherence to protocols and procedures to ensure proper handling of materials related to criminal court cases is of major significance to the work. Work is performed under the direction of an administrative superior.

ALLOCATING FACTORS: (The following conditions must be met for a position to be allocated to this class.)

These positions must perform support activities on behalf of law enforcement officials at the advanced level.
Positions must be located in either the District Attorney's Office or the Police Department.

TYPICAL EXAMPLES OF WORK (ILLUSTRATIVE ONLY)

Both Specialties

Answers questions, takes messages, and refers telephone calls; enters, updates, revises, tracks, and retrieves information; gathers information required for official replies and reports; types and proofreads a variety of correspondence and other documents; maintains statistical and activity data; organizes and maintains file; assists in special projects as assigned.
Performs related work as required.

Trial Listing Specialty

Checks case folders against list of defendants to insure existence of case folders for each; identifies co-defendants in the same action and merges files; posts date of trial and courtroom locations from a trial list to the outside of folders; receives case folders after trial; checks case folders for police reports, criminal extracts, complaints, medical records, and other documents necessary for presenting the case in court; requests missing documents from police districts and departments concerned; checks a listing of witnesses against copies of subpoenas issued; requests subpoenas be issued if missing; prepares subpoenas for additional witnesses; files subpoenas in case folders; files folders by court term and number and files cases after trial disposition.
Prepares bring-up orders for defendants or witnesses who are incarcerated and are to appear at trial; notifies bail bondperson of trial date of defendant; answers questions from attorneys and interested parties concerning the status of cases scheduled for trial; notifies witnesses of postponement or cancellation of trial; requests the presence of court interpreters when needed; requests medical and bank records necessary for trial.

Forensic Evidence specialty

Receives forensic evidence (including drugs, firearms, fire debris, explosives, documents, biological materials, any physical material used in the course of a criminal investigation, etc.); examines evidence containers for contents, physical hazards, proper seal, packaging and labeling; returns materials not correctly sent or improperly and unsafely packaged.
Records evidence information into electronic data-system; updates records as required; labels evidence containers; stores evidence in temporary facilities; transfers evidence to proper laboratory units and between units; logs evidence in and out of property rooms; accepts and inventories previously submitted and analyzed evidence that has been presented in Court; accesses Police and Court computer systems for incident, defendant and court information; testifies in court as required regarding chain of custody of evidence.
Assists in inventorying and disposing of evidence to external facilities; repackages, inventories and properly stores evidence that requires drying or special handling.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE OF:

Both Specialties

office practices, methods, and procedures
English and spelling
arithmetic
legal and/or medical terminology, as applied to area of specialization

Trial Listing Specialty

the purposes and scope of various courts
trial listing procedures
process involved in the preparation of subpoenas

Forensic Evidence Specialty

preservation techniques for items submitted in evidence and laws affecting the handling of physical evidence and the confidentiality of reports
laboratory safety related to hazardous substances and biological hazards
techniques for handling, disarming and storing all types of firearms

SKILL IN:

using a computer to produce documents and to enter, correct, and retrieve information

ABILITY TO:

understand and follow oral and written instructions
learn procedures involved in the clerical processing of case files for the Trial Listing specialty
organizing and maintaining filing systems
make decisions within departmental guidelines
define and establish clerical procedures to accomplish work requirements
make judgmental decisions where several alternative courses of action are presented
present ideas effectively, both orally and in writing
maintain confidentiality
establish and maintain effective working relationships with attorneys, associates, and the general public

MINIMUM ACCEPTABLE TRAINING AND EXPERIENCE (The following statement represents the minimum training and experience standards which will be used to admit or reject applicants for tests. Applications submitted by candidates for this class will be reviewed based on training and experience requirements as approved on 01/04.)

EDUCATION

Education equivalent to completion of the twelfth school grade.

AND

EXPERIENCE

Trial Listing Specialty

Three years of experience in clerical work, two years of which have involved processing a variety of legal documents.

Forensic Evidence Specialty

Three years of experience in clerical work in a major municipal police department, one year of which has included provision of support services within a forensic laboratory.

PHYSICAL AND MEDICAL REQUIREMENTS

Ability to physically perform the duties and to work in the environmental conditions required of a position in this class.

PAY RANGE: 11

Class Established: 5/63

Spec. Revision:5/87

Latest Spec. Revision:
CSC: 5/87, Ad Board: 01/04

TRV/lds/sb

END OF JOB CLASS SPECIFICATION - 1B40

1B40LEGAL SERVICES CLERK

1B40
LEGAL SERVICES CLERK