Court Clerk Temporary Part Time

Court Clerk

Temporary Part Time

GENERAL PURPOSE: Under general supervision, performs record keeping, case file and technical document management, court support functions, and public contact activities in the Municipal Court.

PRIMARY DUTIES AND RESPONSIBILITIES:

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

•  Performs a variety of technical and administrative functions; provides customer service, and makes appropriate decisions based on knowledge of Town policies, court procedures, and standards of the Arizona Administrative Office of the Courts (AOC); duties may vary according to job assignment.

• Supports courtroom-related services; follows court policies and procedures for file creation and maintenance, data entry, issuing and accepting documents and forms, accepting and receipting monies, and other specific Court duties and assignments.

• Performs public contact work; directs public to appropriate court; provides information to defendants without legal advice; processes payments, and updates payment records, case files, and computer files.

• Calendars Court activities; assists with the flow of court case information to and from Magistrate. 

• Prepares case files, records and supporting documentation for court action, reviews case files and materials for completeness prior to court proceedings; files and dockets pleadings in court files.

• Ensures proper procedures, policies and operations of the Court are followed to ensure legal integrity with State revised statutes, case law and rules; maintains the records of the Court and their integrity.

• Follows policy for case management, calendaring, docketing, records management, collection program, bond schedule, local fines, training, security, facilities, statistics, motions and related areas.

• Files criminal disposition records with the Arizona Department of Public Safety as required by law. 

• Schedules all jury and non-jury criminal trials, including establishing the trial calendar; contacts all involved parties; prepares the defendant file folders, computer file and other related documents.

• Updates calendar; sets dates for pre-trial hearings, oral arguments, evidentiary hearings and Harassment injunctions/Order of Protection hearings; assures all parties are contacted on schedules, reschedules, and changes in court proceedings.

• Assists the Presiding Magistrate in courtroom and prepares minute entries. 

• Ensures hardcopy and computer files are kept on all civil and criminal cases, and are properly maintained and closed out, downloads and processes citations.

• Prepares failure to appear warrants, obtaining signatures and forwarding copies to the Yavapai County Sheriff’s Department and the Prosecutor. 

• Dockets care hearings and updates case status; enters disposition and collection assessments; pulls files to verify information; finalizes tax intercept claims. 

• Works with the Court Administrator with short and long-range planning and budgets; recommends plans for future operations and the expansion of the Court. 

• Serves as a part-time Civil Traffic Hearing Officer; attends mandatory seminars and training.

• Provides administrative support, processes mail, answers phones, creates correspondence and reports; processes purchase orders, requisitions, and documentation; orders office supplies; reviews/approves invoices for payment; submits travel expense forms and meal reimbursement requests for all Court staff.

• Supports the Court Administrator with bond/restitution processing; processes check and verifies restitution payments; prepares certificates of bond exoneration for bonding agencies or prepares checks for bond poster; tracks and reconciles bonds; dockets cases and updates case status; updates defendant bond schedules for the Town website.

• Maintains the integrity, professionalism, values and goals of the Town by assuring that all rules and regulations are followed, and that accountability and public trust are preserved.

• Supports the relationship between the Town and the constituent population by demonstrating courteous and cooperative behavior when interacting with residents, visitors and Town staff; enthusiastically promotes the Town’s goals and priorities in compliance with all policies and procedures. 

• Maintains absolute confidentiality of cases, issues and records; performs related duties as required.

MINIMUM QUALIFICATIONS:

Education and Experience:

High school diploma or equivalent; and two years of experience as a Court Clerk; or an equivalent combination of education, training and experience.

Required Licenses or Certifications:

• Possession of a valid driver’s license.

Required Knowledge of:

• Court procedures and legal terminology.
• Court rules and Administrative Code regarding state court operations.
• Proper procedures and formats used for processing sentencing documents, reset orders, release conditions and civil citations associated with municipal courts.
• Civil traffic laws and procedures.
• Judicial Codes of Conduct and implementation.
• Bookkeeping and basic Accounting.
• Modern office procedures, practices and equipment.
• Use of AJACS, Liberty Court Reporter, Outlook Calendar, Word Perfect, Excel, Teams Phantom and various miscellaneous programs as needed. 

Required Ability to:

• Develop and maintain effective working relationships with Town staff, attorneys, external organizations, other court personnel and the general public.
• Interpret and implement the laws, regulations, court rules and administrative codes on court operations. 
• Provide excellent customer service. 
• Establish and maintain various manual and automated records and filing systems.
• Make decisions, maintain composure and work effectively under stressful conditions.
• Analyze, appraise and organize facts and evidence and present material in a concise and logical manner.
• Communicate effectively, both orally and in writing.
• Assess and prioritize multiple tasks, projects and demands.
• Operate a personal computer utilizing a variety of business software, including AJACS, Liberty Court Reporter, Outlook Calendar, Word Perfect, Excel and Teams Phantom.

Physical Demands / Work Environment:

• Work is performed indoors in a traditional court environment. May be required to perform a full range of motion with lifting and/or carrying supplies, materials, equipment and/or items weighing up to 50 pounds.