Deputy Justice Court Clerk

This position is located in the Justice Court and is responsible for performing a variety of clerical and technical duties within the justice court system. This work involves processing appropriate court forms, attending court sessions, and documenting various courtroom activities on standardized forms. Justice Court handles criminal matters, citations filed by the Sheriff’s Department, Montana Highway Patrol, Fish and Game, Montana Department of Transportation, Department of Livestock, Airport Authority, civil matters, small claims, weddings, and other legal matters. The position reports to the Clerk of Justice Court and does not directly supervise other staff.

Each duty listed below makes up at least 20% of the job, and all other functions are included in Other Duties as Assigned.  All duties below are essential functions unless otherwise indicated.  

COURT OPERATIONS SUPPORT

• Services the front window to direct members of the public arriving for weddings, trials, etc., to provide necessary forms for various court activities, and to respond to general questions.
• Responds to various inquiries from Department personnel, court representatives, attorneys, and members of the public.  Inquiries are related to court procedures, case status, available filing options, etc.   Maintains confidentiality according to established guidelines and coordinates with involved or affected parties to resolve problematic issues.
• Receives and/or locates standardized forms to file various court and legal filings, including proposed orders, motions to the court, and other documents. Collects and records fees, if required.  This involves identifying appropriate forms based on type of case or action and completing relevant sections with basic information.
• Processes mail to ensure timely delivery of correspondence and materials to appropriate staff, including express shipments, registered mailings, electronic messaging, and other specialized delivery services.
• Processes or distributes filings and documents according to upcoming trial dates, legally mandated response times, individual judicial preferences, established office procedures and policies, and other factors.
• Handle confidential information that has been sealed.
• Maintains electronic and manual records management and docketing systems with new and updated case and file information.
• Reviews background by reviewing past payments, checking payments received logs, appearances, posting of bond, etc. and issues a warning letter or a warrant or default judgment based on applicable guidelines.
• Receipts and disburses fines, fees for filing, restitution, refund of bond, and daily balances.  

   TRIAL ACTIVITIES COORDINATION       

• When assigned to court, opens court by locating and preparing all required documents and files for the judge.
• Clerks open court, jury trials, change-of-pleas, and omnibus hearings on a rotating basis.  This includes preparing paperwork for the judge’s signature, recording minutes on standardized forms, and retrieving and preparing other forms as needed. This work is extremely fast paced, and the ability to multi-task is necessary.
• Coordinates trial juries by contacting potential jurors, issuing notice of appearance, attending voir dire, tracking jurors, administering official oaths, and acting as bailiff in the courtroom.
• Receives, records, and maintains accessibility to all entered exhibits, their status, number, and location by entering data in computer program.
• Completes standardized form for minutes to document all trial events, motions, witnesses, appearances, etc.

OTHER DUTIES AS ASSIGNED

Performs a variety of other duties as assigned by supervisor. This includes participating in special projects, occasionally filling in for other employees, participating in ongoing training, and a variety of other functions as needed.  If the County Commission proclaims a local emergency due to an actual or threatened disaster such as an earthquake, fire, riot, flood, etc., County employees may be required to provide services during the emergency and for a subsequent period of assessment and recovery.