Court Clerk DPS/CJIS Coordinator - District Clerk - J01990 - 35300

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SUMMARY: Provides clerical assistance to court clerks, assistant court clerks in the district and county courts at law and other Nueces County departments as needed. This position will require independent judgment and knowledge of criminal documents, procedures and terminology in order to report accurate dispositions of all prosecuted criminal cases to the Texas Department of Public Safety (DPS) – Criminal Justice Information Services (CJIS).

The employee is required to be on duty before, during, and after natural disasters and emergencies, as directed by the department head.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Assist and maintain a five- year combined average of 90% (for adult and juvenile case dispositions) to be eligible for state grant funds. (Failure to maintain an average of 90%, will result in the loss of grants for Nueces County.)

Maintains yearly DPS/CJIS Combined Disposition Completeness reports for adult and juvenile dispositions (for five-year period).

Retrieve and review data from DPS/CJIS online website.

Review accuracy of report information and determine corrections, if needed.

Compiles and monitors monthly statistics on pending and disposed criminal cases.

Prepare emails to court clerks and rovers with all updated CJIS requirements and new offense codes for felony, misdemeanor and juvenile offenses.

Checks and reviews all CJIS data reports and updates discrepancies to DPS/CJIS (paper CR43, through a vendor, or on CJIS Website).

Monitors and provides monthly DPS/CJIS statistics to the District Clerk and District Clerk Chief Deputy.

Attend CJIS/DPS meeting with other Nueces County departments as needed.

Answer telephones, receives emails and prepares correspondence as needed.

Communicate as needed with CJIS field representatives and CJIS support staff.

May attend the Texas Department of Public Safety – Criminal Justice Information System (CJIS) Conferences as needed.

Monitors and reviews DPS/CJIS e-mails and takes appropriate action.

Serves as liaison between courts, prosecutor’s office, Sheriff’s Office probation department, bonding companies, county or other District Clerk offices and the public.

Responds to inquiries from defense attorneys, the public, state and federal law enforcement agencies regarding disposition or status of criminal cases.

Performs such other duties as may be assigned.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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. Any employee who drives a vehicle on official business must have a driving record which meets standards set by the County and the County’s insurance carrier.

EDUCATION and/or EXPERIENCE: High school diploma or general education degree (GED) and three years of clerical work experience; at least one year of criminal legal clerical or secretarial experience with a governmental entity is preferred.

Any equivalent combination of experience and training which provides the required knowledge, skills and abilities, may be considered for current Nueces County employees only.

LANGUAGE SKILLS: Ability to read and interpret criminal documents such as reports, statistics and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio and percent.

REASONING ABILITY: Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS: Texas Operator's Drivers License.

OTHER SKILLS AND ABILITIES: Ability to understand and follow oral and written instructions.

Ability to proofread for accuracy.

Must have some knowledge of criminal legal terminology and/or any equivalent combination of experience with criminal legal documents, records and reports; or any equivalent combination of criminal experience and training which provides the required knowledge, skills and abilities.

Considerable knowledge of justice system procedures and functions, modern office practices, legal documents and terminology.

Ability to work independently on difficult or complex clerical tasks and to prepare, verify and correct legal documents and complicated legal instruments.

Ability to train and serve as a resource to other clerical and/or secretarial employees.

Ability to type accurately at a speed of 60 words per minute.

Ability to operate a computer using standard data entry/retrieval and word processing programs. Excellent grammar and spelling.

Ability to apply rules, regulations and statutes to standard or routine situations.

Ability to make judgments regarding appropriate response to routine questions or situations and to recognize the need to refer more complex issues to a supervisor.

Ability to establish and maintain effective working relationships with other county employees and officials, attorneys, court personnel, law enforcement agencies and the general public.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to stand; walk; stoop, kneel, crouch, or crawl; and talk or hear. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to fumes or airborne particles. The noise level in the work environment is usually moderate.

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