Deputy Court Clerk I

DEFINITION / GENERAL PURPOSE:

Under general supervision, the Deputy Court Clerk I provides support services to the Municipal Court including scheduling court dockets, maintaining records of the court process, and coordinating assigned activities with the general public.

SUPERVISION RECEIVED AND EXERCISED:

Works under the general supervision of the Deputy Court Clerk II.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Performs clerical duties by processing and scanning various court records, reports, citations, summons, warrants and other documents into the computer, ensuring accurate record keeping, transferring electronic and manual tickets into the proper software system.

Mails late notices, summons and restitution checks.

Files paperwork, processing outgoing and incoming complaints from the Police Department, processing and logging incoming information obtained through letters, fax, or email, preparing monthly reports and prepare daily deposits.

Provides customer service to the Public by serving as cashier, collecting fines and fees, answering questions, providing information and answering telephones.

Responds to counter, telephone and written inquiries.

Prepares documents for Court hearings as instructed.

Attends to the jury, and assembling witnesses and jurors.

Assists with Court procedures and processes Court documents by entering plea agreements into the computer, referencing defendant name in software for existing file or making a new file, placing defendants on dockets, instructing defendants on general orders and paperwork.

Initiates related paperwork as needed by defendants to facilitate their response to a citation or complaint.

Must have the ability to work well with others and have a good/pleasant attitude.

Regular and timely attendance is an essential job function.

PERIPHERAL DUTIES:

Performs other duties as assigned by the Deputy Court Clerk II, Presiding Judge or Court Administrator.

DESIRED MINIMUM QUALIFICATIONS:

High school diploma or GED equivalent with course work in typing and/or general office practices required;

Two (2) years prior work experience in secretarial, clerical, paralegal or administrative work, including One (1) year in a court environment;

Any equivalent combination of education and experience.

SPECIAL REQUIREMENTS:

Must obtain Municipal Court Clerk Certification - Level I within eighteen (18) months of hire.

Valid State Driver's License, or ability to obtain one prior to employment.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of legal language and legal procedures related to municipal court functions;

Knowledge of the collection, accounting and submission of court fines, cost and fees.

Knowledge of general office procedures;

Knowledge of basic bookkeeping practices;

Knowledge of criminal, traffic and infraction procedures;

Knowledge of Windows, MS Word and Excel required;

Skill in the operation of the listed tools and equipment;

Ability to effectively communicate on a one‑to‑one basis with the public;

Ability to maintain effective working relations with employees, other departments, officials and public;

Ability to type and enter data accurately and to maintain accurate records;

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form;

Ability to deal with problems involving several concrete variables in standardized situations;

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals;

Ability to write routine reports and correspondence;

Ability to add, subtracts, multiply, and divides in all units of measure, using whole numbers, common fractions, and decimals;

Ability to speak effectively before groups of citizens, customers or employees of the organization;

Ability to compute rate, ratio, and percent and to draw and interpret bar graphs;

Ability to perform related duties and responsibilities as required.

SELECTION GUIDELINES:

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.

TOOLS AND EQUIPMENT USED:

Personal computer system, including word processing and specialized court software; 10-key calculator, phone, copy / fax machine, and scanning devices.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment is usually moderately noisy.

The employee must have the ability to work well with others and have a good/pleasant attitude.