Magistrate In-Court Clerk

General Statement of Duties

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 Magistrate Court; performs related work as required.

Classification Summary

The principal function of an employee in this class is to organize the necessary documents for the presiding Judge and attend Magistrate Court proceedings. 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)

• Monitors daily court calendar and corrects any discrepancies;
• Retrieves the necessary files or documents for the Judge’s review;
• Prepares the courtroom for proceedings to assure availability of supplies and that proper case files and necessary documents are available to the Judge;
• Attends Magistrate Court proceedings and takes court minutes daily;
• Monitors recording equipment to assure the digital record of court proceedings;
• Swears-in witnesses, jurors, interpreters and bailiffs;
• Screens calls and takes messages for Judges;
• Prepares Letters and other documentation as required;
• Receives, marks and secures exhibits;
• Prepares Orders, warrants, documents and forms for the Judge’s signature and disbursement;
• Disperses copies to appropriate agencies of the Court to assure timely processing;
• Coordinates calendar for scheduling hearings, other meetings, and appointments for the Judge; 
• File stamps documents, conforms copies, mails or delivers copies to the appropriate party;
• Processes and/or prepares the necessary documents in Expedited Civil cases and coordinates between appropriate agencies;
• Provides general assistance to judges, judicial secretaries, jail staff, juvenile probation staff, attorneys, prosecutors and the public;
• Answers questions, makes copies of documents and certifies the same as requested;
• 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.
• Performs related work as required.

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 (Odyssey);
• 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 court related experience, preferably performing similar duties; or 
• Any equivalent combination of education and experience which provides the knowledge and abilities necessary to perform the work. 

• 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 and Court proceedings;
• 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, often sitting for extended periods of time.

Position will remain open until filled.