Court Clerk Specialist

NATURE OF WORK 

Independently performs legal work of considerable difficulty and complexity requiring a working knowledge of legal procedures, court procedure and adherence to applicable statutes.  Performs a variety of in-court and in-office tasks in support of the operation of the courtroom and Clerk’s Office functions.  Produces the official written record of court activities in the form of a minute entry documenting all types of court proceedings which may include civil, criminal, domestic and juvenile cases. Acts as the sole representative of the Clerk’s Office while in court and provides support services to the judicial officer assigned.  Provides a wide-range of support tasks including data entry, providing documents and case files and/or a variety of other tasks and assignments.

(Illustrative Only) Attends all court hearings and trials in assigned judicial division; reviews, updates and brings case and associated files and documents to court; calls cases and swears witnesses; manages, coordinates and provides paperwork associated with courtroom activities; maintains supplies of in-court forms and documents; prepares minutes of each hearing outlining orders of court, court directives and related information; enters data into official court record/recording system (AJACS/JOLTS) and sets and calendars future court activities/events; accepts and files documents submitted in court; responds to questions and inquiries regarding other scheduled court activities, availability of courtroom, etc.; controls, oversees and manages exhibits submitted during court proceedings; maintains records of exhibits and process for release; maintains, compiles and provides statistical and related records; works with and updates in-court juror lists; provides other assistance in the handling of juror-related paperwork; manages the rescheduling of cases, and manages jurors; compiles weekly/monthly records and statistical reports; proofreads and edits documents; sorts indexes, and files materials numerically, alphabetically or by some other predetermined classification according to established procedures; checks records and documents for completeness and accuracy for processing and/or further action; responds to inquiries at the counter, by telephone and in writing; conducts research and coordination necessary to provide an accurate response; verifies records and documents, checking for clerical and mathematical accuracy and completeness and processes for further action; accepts, and enters filings, documents and papers representing new cases or additions to existing filed cases; accepts and issues receipts for monies paid; issues required and/or requested court ordered forms, processes, documents; facilitates the flow of court/case related information from judges and staff to local, state and federal agencies; runs time standards to assure all cases are processed within guideline; records judgments, rules, orders, and other judicial proceedings of the court; follows requirements of Public Information Laws; maintains, verifies and tracks all data entry compliance for model court, delinquency and drug court cases; maintains dependency, delinquency and drug court files in compliance with confidentiality law; verifies work is performed in compliance with Arizona statutes, standards and regulations; provides MVD with the court abstract records for suspension and restriction of driver’s licenses; enters data into AJACS/JOLTS for a variety of documents including petitions, court hearings, referrals, dispositions, court results, case status, phase and events, findings, motions and orders, and general docketing of events.

An Associate degree from an accredited institution and two (2) years progressively responsible experience in an office setting, including one (1) year of experience in a legal office OR any equivalent combination of education, training and experience that demonstrates the ability to perform the duties of the position.

This classification requires the applicant to pass criminal background checks; must be able to key at least 50 words per minute; maintain a valid Arizona State Driver’s License may be required; Arizona Committee on Judicial Education and Training (COJET) yearly accreditation is required.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT                 

Work is performed in a standard office environment in Superior Court/Juvenile Court facilities.

Knowledge of: Applicable State of Arizona statutes, rules, administrative orders, policies and procedures, Federal rules and requirements; Yuma County and Superior Court and Juvenile Court Judicial Management Rules, policies and procedures; legal terminology and court processes and procedures related to superior/juvenile court proceedings; basic principles and practices of record keeping, bookkeeping, case and caseflow management, jury management, automation, and office operations; interpersonal skills that supports working with a diverse group of individuals that include judges, court staff, litigants, attorneys and the public; English composition, grammar, punctuation and spelling; modern office practices, procedures and equipment; safe work practices and safety precautions in court environments. 

Skill in: the operation of computer systems and other basic office machines; modern computer applications and databases; English composition, grammar, punctuation, spelling, proofreading and editing; performing accurate clerical work; multi-tasking.

Ability to: read, compose and understand legal documents of considerable difficulty; communicate effectively verbally and in writing; speak publicly before a large group of people; work under pressure in a dynamic court/office environment with changing demands and priorities; take complex notes or courtroom or related activity and transcribe/edit with accuracy from a recording; work in Microsoft Word/Windows environment; maintain accurate records; prepare, file, and distribute various types of legal documents;  establish and maintain cooperative working relationships with court employees, outside agencies and the public; follow verbal and written instructions and procedures.