Municipal Court Clerk & Administrative Assistant

Position: Municipal Court Clerk & Administrative Assistant

Department: Administration

Grade: 120

Hiring Hourly Range: $23.17 to $31.28 DOE

Benefits: The Town offers an excellent benefits package including full health, dental, and vision coverage for the employee paid by the town, including insurance deductible reimbursement, and partial coverage for family health, dental, and vision; short- and long-term disability and life insurances; and a retirement contribution package. Wellness reimbursement and 13 paid holidays.

 

STATEMENT OF DUTIES

This position is responsible for all administrative, clerical, and financial functions of the Municipal Court and assisting with Town administrative functions. The position performs work of considerable responsibility, diversity, detail and confidentiality in the daily operations of the Municipal Court. Position is responsible for planning, scheduling, and coordinating all court activities and duties. Responsible for daily data entry of traffic citations, criminal complaints, and Town ordinance complaints in the computer system. Position acts as Municipal Judge's assistant during court and as a liaison to the Police Department, the Prosecuting Attorney, other Officials, and the public. This position has no supervisory responsibilities. This position will perform other duties assigned by a supervisor/ department head when necessary. All employees are required to perform work in a manner consistent with Town of Severance's core values of TOWN PRIDE philosophies and the Town's Equal Opportunity Employment policy.

 

JOB DUTIES

The position is responsible for effectively managing his or her workload to achieve departmental goals. He/she assures that responsibilities are performed in compliance with Town, Federal and State regulations.

 

·         Maintain court case files: paper and electronic. Prepare and process court dockets and calendars for scheduled appearances, trials, pre-trials, hearings, reviews. Tracks court cases and court-ordered actions.

·         Data entry for court records includes disposition, appearances, court orders, Judge's notes, enforcements, alternatives, attorney information, witnesses, payments, reviews.

·         Maintain court software security and permissions per law and court rules. The Municipal Judge is the "Legal custodian" of the records but may transfer that responsibility to his or her Court Clerk and maintain files for trials.

·         Respond to inquiries that require considerable knowledge of municipal, county, and district court operational policies and procedures.

·         Generates and transmits court orders to Department of Motor Vehicle (DMV). Sends dispositions to Colorado Bureau of Investigation when necessary. Prepares State statistics to file with State and Federal agencies.

·         Answers phone calls to include assisting the public, attorneys, State and local along with other agencies.

·         Completes public record requests regarding court case files to include certified records and notary requests.

·         Assists Judge in the formulation and implementation of court rules, policies and court forms. Will remain current in court law and operation with yearly attendance to CAMCA training. Attends other such training as deemed necessary by supervisor or management.

·         Informs Police Department of upcoming court dates, trial notices, court policies or changes to law or bond schedule changes, warrant or commitment withdrawals.

·         Attend all court sessions; prepare and maintain courtroom, court records, addendums, and payment notices. Provides necessary or requested filings and addendums to Prosecuting Attorney.

·         Will prepare court records for appeal, jury demand, and transfers. Secures substitute Judge or interpreters when needed. Schedules or follow-up on referrals to court-related agencies.

·         Will obtain DMV and criminal history records from NCIC/CCIC when necessary. Will obtain all newly issued citations from the Police Department.

·         Responsible for maintaining workflow, deadlines, supervision of court operations.

·         Assist Supervisor in budget consideration and preparation.

·         Files pending and completed cases. Maintains record retention as required by law.

·         Work efficiently, demonstrating excellent customer service skills with the public at the front counter and telephone inquiries. Respond to requests from the public as well as the District, County and Municipal Judge(s), City and County Prosecutor(s), District Attorney's Office, Police Department, Health and Human Services Department, officials from State Judicial, 19th Judicial District and Town Administrations office and others for assistance and information.

·         Assist the Town’s Management and the Police Department with other duties as assigned.

·         Will perform varied and complex functions requiring a thorough knowledge of the Town’s operations.

·         Assist with frontline customer service at Town Hall as a backup.

·         Performs any other duties as required by the Town of Severance.

 

WORK ENVIRONMENT

The work environment characteristics described here represent those an employee may encounter while performing the essential functions of this job.

·         Most work is performed under typical office conditions. Operates computer and general office equipment, such as a personal computer, calculator, copier, and telephone.

·         Makes frequent contact with officials, department heads, other employees, and state, federal and local agencies.

·         Makes regular contact with the general public, in-house personnel and court personnel. Contact may be electronic, telephone, in person, and correspondence and personal meetings.

 

CONFIDENTIALITY

May have access to confidential information, court records, police reports and personal information regarding citizens and department employees. May have access to confidential communication between department heads and citizens, employees, and other outside agencies.

 

KNOWLEDGE, ABILITY AND SKILL

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

·         Knowledge: Thorough knowledge of office practices, office procedures, office terminology, and equipment. Working knowledge of state laws, local bylaws, and town government procedures. Working knowledge of applicable office and financial software programs.

·         Ability: Ability to interact positively and effectively with employees and the general public. Ability to communicate effectively, orally, and in writing. Ability to use a personal computer and related office software. Ability to maintain detailed and accurate records and to execute oral and written instruction in a precise manner. Ability to work with little supervision and exercise independent judgment. Ability to handle multiple priorities and simultaneous demands, organizing and completing tasks according to their importance.

·         Skill: Excellent planning and organization skills. Excellent employee relations and public relations skills and ability to handle multiple tasks. Sound judgment and integrity, and able to maintain staff and community relations. Skill in typing. Experience with word processing and spreadsheet computer skills. The ability to work and exercise sound judgment with minimal supervision. Experience with social media, such as Facebook, Twitter, etc.

 

PHYSICAL AND MENTAL REQUIREMENTS

Duties are primarily performed in an office environment. While performing the duties of this job, the employee is frequently required to walk, stand, sit, talk, or hear; use hands and fingers; handle, feel or operate objects, tools, or controls, and reach with arms and hands. The employee is occasionally required to climb or balance, stoop, kneel, crouch, or crawl. The employee will use a personal computer and various software programs, motor vehicle, telephone, copy and fax machines, and other related tools and equipment. Occasionally it may be required to lift office supplies and equipment weighing up to 25 lbs. Traveling to meetings and evening meeting attendance is required.

Specific vision requirements include close vision, distance vision, and the ability to adjust focus. The physical demands described here represent those that an employee must meet to perform this job's essential functions successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

RECOMMENDED MINIMUM QUALIFICATIONS EDUCATION AND EXPERIENCE

High School or an associate degree with a bachelor's degree in business or related field preferred; three to five years of responsible experience or any equivalent combination of required education and experience. Prior court or police department administrative experience preferred. Must be a notary or within 90 days of hire the ability to obtain.

 

CONDITIONS OF EMPLOYMENT

·         Must possess a valid Colorado Driver's License and have an acceptable driving record.

·         Must successfully pass a criminal background check and pre-employment drug screen.

·         Must comply with organizational and departmental policies.

 

HOURS OF WORK

·         Regular working hours for this position are Monday-Friday, 8:00 a.m. to 5:00 p.m., and outside of normal work hours as necessary.

·         This is not a remote or hybrid position and must be able to work in person Monday- Friday.

 

Note:  This position description is not intended to be an exclusive list of all of the requirements, duties, tasks, roles or responsibilities associated with the position.  Nothing in this position description restricts the Town's ability to assign, reassign or eliminate duties and responsibilities of this job at any time.  The Town is an "at will" employer, and Town employees may be separated from employment at any time and at the discretion of management.
  

The Town of Severance is an Equal Employment Opportunity Employer

The Town of Severance is an Equal Opportunity Employer.  All Applicants considered for the positions will be without regard to gender (regardless of gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age 40 or older, marital status, disability, sexual orientation, genetic information, pregnancy or other characteristics protected by law. The Town of Severance will make reasonable accommodations to ensure that people with disabilities have equal employment opportunities.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Notice Regarding Medical and/or Recreational Marijuana Use: Because the possession and use of marijuana, whether for medical use or otherwise, constitutes a federal offense and because the Town is a drug-free workplace, the Town will not accommodate the medical use of marijuana and enforces written policy prohibiting working for the Town while marijuana is in the body.  The fact that state law recognizes medical marijuana as prescribed or otherwise permitted, medication does not alter or otherwise change this policy. 

• The Town of Severance website
• In Person to 3 S. Timber Ridge Parkway, Severance CO 80550
• Indeed Job Posting
• Glassdoor Job Posting
• ZipRecruiter

 

Salary

• $23.17 - $31.28/hour