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- Purpose of the Job
The purpose of this position is to assist in leading assigned staff, perform advanced court services work and ensure that users are provided with fair and effective service. This position assists with more complex case processes, including courtoom duties. Assists subordinates in mail processing for fine payments, motions and other correspondence. Solves problems and is able to determine solutions for difficult situations, may conduct research of legal rules. Coordinates with outside agencies for proper reporting of statistics, financial affidavits and other reports as required.
This position provides customer service to the public, maintains data and files, conducts court records research, trains other staff and resolves errors and assists auditors. The role also includes the specialized responsibilities of the Finance Clerk for all three courts. Verifies cash receipts of other clerks.
- Essential Duties and Responsibilities
SUPERVISORY RESPONSIBILITIES
This position does not supervise other employees.
ESSENTIAL DUTIES AND RESPONSIBILITIES
TIME SPENT
- Assists public either on the phone or over the counter in the use of court forms, document filing procedures and other such matters requiring the application of legal/judicial procedures and practices; accepting payments, issuing receipts; receives and completes orders for services/materials from public or employees; evaluates need for service and directs individuals/calls to appropriate office; assists individuals in locating material/information; explains fees and fines; assists the public in completing forms.
25%
- Provides leadership to staff by organizing and assigning work, setting priorities, and following up to ensure coordination, completion of work and compliance of work with standards and regulations; provides on-the-job training to new employees and instructs staff on proper work procedures; provides technical assistance to less experienced workers by answering questions regarding procedures or policies.
20%
- Assists or oversees the processing of civil traffic, criminal traffic and criminal cases; files and enters cases; ensures fines, surcharges, fees, restitution, jail time, counseling, probation, and relevant signed forms are entered.
20%
- Maintains and balances bank statements; prepares, disburses, and records checks; maintains and updates daily ledger and MS Excel spreadsheets; generates monthly and quarterly financial reports; resolves financial and docketing errors. Works with the AOC relating to collections, registrations and other licensing issues for defendants. Recognizes changes in the MAS and helps with training of subordinates.
20%
- May serve as clerk of the court during court proceedings by attending court sessions, marking and recording evidence and exhibits, administering oaths, taping court proceedings; taking notes of proceedings and preparing minutes of the court; providing/copying court forms; dockets case activities in files and computer system.
- Conducts court records research and maintenance; prepares information and assists auditors during regular court audits. Works with other governement agencies solving problems, recognizing errors, making adjustments and corrections.
15%
- Performs other duties as assigned.
BUDGET RESPONSIBILITIES
This position provides research support on department level budget.
PROJECT RESPONSIBILITIES
This position does not have project responsibilities.
ORAL COMMUNICATION DUTIES
This position trains colleagues, explains County procedures or processes, responds to public inquiries and participates in meetings.
WRITTEN COMMUNICATION DUTIES
This position creates or edits documents, internal memos, emails, reports and court documents. May prepare reports and forms for outside agencies including DPS, FBI, MVD and the Supreme Court.
INTERACTIONS WITH THE GENERAL PUBLIC
Interacts regularly with the general public, external contacts such as vendors, bankers, attorneys or other professionals, and other Institutions, over the telephone, by email, and/or in person.
INTERACTIONS SPECIFICALLY WITH CUSTOMERS
Continuously (More than 70% but less than 85% in a year)
- Minimum Education/Directly Related Experience Required
MINIMUM EDUCATION REQUIRED
High School Diploma or GED.
MINIMUM YEARS OF DIRECTLY RELATED EXPERIENCE REQUIRED
Five (5) years Justice Court clerical experience; demonstrated computer skills in working with word processing, spreadsheet and email software; or equivalent combination of education, training and experience.
Skill in typing with speed and accuracy at a net rate of 40 wpm from printed copy; may be required to obtain additional specific skills training and technical certifications.
PROFESSIONAL CREDENTIALS REQUIRED/PREFERRED
Must possess and maintain a valid Driver’s License if position duties require.
- Supplemental Information
KNOWLEDGE REQUIRED
Database management; clerical; customer and personal service; accounting and banking.
Legal terminology and judiciary principles and practices; Arizona Judicial Code of Conduct; legal terminology and documentation; methods and standards for processing legal documents; principles of records management, storage and retrieval processes; forms, records, document processing procedures, structure and function of judicial system; customer service standards and protocol; Justice court procedures and protocol; civil, criminal and traffic cases; correct business English, including spelling, grammar and punctuation; business arithmetic; court calendaring systems; business and personal computers, and business office software applications.
SKILLS REQUIRED
Active listening; communicating diplomatically; customer service; problem solving; diversity awareness; time management; multi-tasking; typing and data entry.
Explaining court procedures and processes in a clear, concise, and comprehensive manner to attorneys, litigants, and the public; preparing clear and comprehensive written and statistical reports; establishing and maintaining cooperative working relationships with judges, attorneys, law enforcement agencies and other participants in the criminal justice process; effectively communicating in written and verbal forms; writing and completing accurate reports, legal documents and correspondence; effectively relating to people of diverse socioeconomic backgrounds and temperaments.
ABILITIES REQUIRED
Perform arithmetic operations; multi-task; maintain auditory attention; speak clearly and sensibly; maintain calm demeanor in stressful situations. Ability to accurately record actions and activities in an assigned courtroom; read and understand legal and court documents and extract relevant information; use applicable legal office terminology, forms, documents and procedures in the course of the work; read, interpret, apply and explain various legal processes and procedures; use initiative and independent judgment within established procedural guidelines; organizes own work, setting priorities and meeting critical deadlines; make basic arithmetical calculations; provide customer service to the public, attorneys and other relevant parties. Able to complete appropriate reports and submit according to the deadlines required; complete correspondence in appropriate business fashion; performs duties with little or no supervision; understands and maintains confidentiality of case records at all times; understand the difference between legal advice and legal information.
PHYSICAL DEMANDS
- May be required to lift work related materials or equipment up to 10 lbs.
- Constantly requires dexterity for keyboard operation.
- Incumbents in this position may be required to walk to and from work sites and bend to lift work related materials and/or complete tasks.
- Must be able to routinely attend to cash register and other office equipment.
WORK ENVIRONMENT
Incumbents in this position constantly work in an office environment, library, file room, storage room, lobby, customer service desk and courtrooms.
SAFETY RISK EXPOSURE
Incumbents in this position are generally not exposed to safety risk. On occasion, incumbents in this position may become exposed to verbal abuse from customers or citizens.
PROTECTIVE GEAR & SAFETY MANUALS
Incumbents in this position are required to constantly follow written safety procedures and manuals relevant to the division or department.
CONSEQUENCES OF ERROR
Potential errors can cause inconveniences to other employees, and/or delays in related work areas. Delays of services are possible.
- $45,275 - $56,594/year
