District Court Financial Clerk / Court Clerk Floater

General Statement of Duties

Front Office Clerk: Managing financial functions of the court including day-to-day operations and financial functions, balancing of tills, disbursements, financial reporting, and end-of-month reconciliation. Performs administrative support as required.  

In Court/Out of Court: Performs a variety of clerical, secretarial and administrative duties as required to expedite and maintain proper processes, procedures and protocol on proceedings brought before the Court; performs related work as required.                                                      

Classification Summary

The principal functions of an employee in this class are as follows: to enforce financial policy and procedures; to assist in preparing the necessary documents for the magistrate or district court proceedings and act as backup to the In-Court Clerk; organize the necessary documents for the presiding Judge and attend Court proceedings as needed.  As such, the employee in this class must have knowledge and previous work experience in the Court System. The position requires great attention to detail and accuracy in preserving Court cases and audio recordings of hearings and documenting through Case Minutes.  The work is performed under the general direction of the District Court Supervisor.  The principal duties of this class are performed in a general office environment.  On occasion, Court may be in session beyond regular work hours and the In-Court Clerk must remain in Court.  

Examples of Work (Illustrative Only) 

Essential Duties and Responsibilities

• Perform daily financial adjustments, reconcile tills; 
• Run month end financial reports to keep all accounts up to date; 
• Provide back-up assistance, as needed, to other Clerks 
• Acts as In-Court Clerk when necessary;
• Receives, files and conforms a variety of court documents pertaining to criminal and civil cases;
• Prepares orders, notices, judgments, and documents for Judge’s signature and disbursement;
• Opens new juvenile cases, criminal cases, fugitive warrants, mental holds, child protection, and other case files or documents;
• File stamps documents, scans and distributes copies when necessary;
• Performs data entry of case information;
• Ensures proper and accurate service of documents on all appropriate parties.  
• Assists the public with questions and directions; Explains judgments and documents to defendants;
• Runs case management and other reports;
• Tracks bond information and due dates for forfeitures;
• Files a variety of court related paperwork including juvenile and child protection cases;
• Prepares failure to pay/comply affidavit and Order to Show Cause in Juvenile cases;
• Maintain file compliance in Child protection cases; 
• Run reports necessary and monitor Guardianship/Conservatorship cases and required reporting;  
• Reviews case files for status and/or inactivity;
• Prepares commitments and other necessary documents for the Sheriff’s Office;
• Performs general assistance to judges, court reporters, jail staff, juvenile probation staff, attorneys, prosecutors, other government agencies, and the public;
• Responds to citizens’ questions and comments in a courteous and timely manner;
• Performs all work duties and activities in accordance with County policies, procedures and safety practices;
• Keeps immediate supervisor and designated others fully and accurately informed concerning work progress, including present and potential work problems and suggestions for new or improved ways of addressing such problems;
• Communicates and coordinates regularly with appropriate others to maximize the effectiveness and efficiency of interdepartmental operations and activities
• Monitors daily court calendar and corrects any discrepancies;
• Prepares courtroom for proceedings to assure availability of supplies and proper case files and necessary documents are available to the Judge. 
• Coordinates and set-up remote hearings for public and judge
• Attends District Court proceedings and takes court minutes daily.
• Monitors recording equipment to assure record of court proceedings;
• Takes dictation to maintain accurate case notes;
• Swears-in witnesses, jurors, interpreters and bailiffs;
• Screens calls and takes messages for Judges;
• Prepares memos and other documentation;
• Performs data entry of court tape numbers, case disposition and hearing results;
• Receives, marks and secures exhibits;
• Prepares orders, warrants, documents and forms for Judge’s signature and disbursement;
• Disperses copies to appropriate agencies of the court to assure timely processing of hearing dispositions;
• Schedules hearings and other meetings and appointments and sets up cases;
• Files stamp documents, conforms copies, mails or delivers copies to the appropriate party;
• Prepares the necessary documents in no contact orders and coordinates between appropriate agencies.
• Monitors, makes corrections and updates Supreme Court to ensure proper disposition of cases; 
• Provides general assistance to judges, judicial secretaries, law clerks, court reporters, jail staff, juvenile probation staff, attorneys, pre-sentence investigators, Probation and Parole, Board of Corrections, government agencies, prosecutors and the public;
• Answers questions, makes copies of documents and certifies the same as requested;
• Prepares monthly pay vouchers for the Judge.
• Responds to citizens’ questions and comments in a courteous and timely manner.
• Performs all work duties and activities in accordance with County policies, procedures and safety practices.

• Drug and DUI Court staffing, hearings and business meetings
• Performs other related duties as required

Knowledge, Skills and Abilities

Knowledge of:

• Knowledge of:
• Legal terminology. processes, procedures and statutes; 
• Court practices, procedures and protocol;
• Statutory processes related to various court cases and proceedings;
• General office practices and procedures;
• Proper use of the English language, including spelling, grammar and punctuation;
• Statewide Case Data computer system;
• Operate and conduct court hearings virtually, as needed.

Ability to:

• Work independently;
• Function efficiently as an In-Court Clerk in a fast-paced, stressful position;
• Manage emotional and stressful encounters with the public, legal/judicial professionals, law enforcement and other government agencies;
• Make sound and reasonable decisions in accordance with laws, ordinances, regulations and established procedures;
• Maintain acceptable levels of efficiency while working with time pressure and deadlines;
• Work in an active Courtroom setting requiring extensive sitting;
• Maintain strict confidentiality on sensitive issues;
• Attend In-Court hearings and take proper minutes of the same;
• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
• Maintain effective working relationships with elected officials, public, supervisory personnel, and fellow employees;
• Understand and follow oral and/or written policies, procedures and instructions;
• Operate a personal computer and other office equipment and recording systems;
• Communicate effectively, verbally and in writing;

Acceptable Experience and Training:

• High school diploma/GED with course background in general office skills; and
• At least one year of office or court related experience performing similar duties; or
• Any equivalent combination of education and experience which provides the knowledge and abilities necessary to perform the work.

Essential Physical Abilities

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to communicate effectively;
• Sufficient vision or other powers of observation, with or without reasonable accommodation, which permits the employee to establish, maintain and monitor documents;
• Sufficient manual dexterity with or without reasonable accommodation, which permits the employee to operate computer equipment and other office equipment;
• Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which permits the employee to work in an office setting.