Court Clerk/Senior Court Clerk

The City of Centennial, Colorado is an organization driven to quality products and outcomes while adhering to sound fiscal practices and efficient provision of services. We seek to attract and retain the best staff to assist us in this mission and, in return, foster a culture which supports all employees using their talents every day to do what they do best. A winner of seven consecutive Gallup Exceptional Workplace Awards (2017-2023), we are proud to embody the link between a highly engaged workforce and excellence in business outcomes. We are an innately collaborative culture dedicated to talent and focused on results.

Senior Court Clerk

Under general supervision, the Senior Court Clerk handles complex legal procedures and administrative tasks under the direction of the Court Administrator and in support of the Municipal Court Judge and City Prosecutor. The Senior Court Clerk will be required to perform difficult tasks that require considerable judgment, will be fully trained in all procedures related to Municipal Court, and be called upon to back-up and fill in as needed with all tasks associated with the Municipal Court.  

Court Clerk:

Under general supervision, the Court Clerk assists with docket preparation, setting arraignments and plea dates, prepares and issues summons for court appearances. The Court Clerk is responsible for recording information during court proceedings, assisting the Judge, Senior Court Clerk, defendants, and Court Administrator during Municipal Court. This role should be able to back-up and fill in as needed with certain court-related tasks. 

ESSENTIAL DUTIES
The following statements are illustrative of the essential duties of the job and do not include other nonessential or peripheral duties that may be required. The City of Centennial retains the right to modify or change the essential and additional functions of the job at any time.  

Court Clerk:

• Responsible for the court docket, court dates, notice of appearance, arraignment and plea dates, summons for court appearances, minute orders, and recording information during court proceedings, noting any court action on various documents, and records for court sessions. 
• Coordinates with a collection agency to ensure remittance of money.
• Coordinates data sharing and information transfer between Arapahoe County Sheriff’s Office, Colorado Bureau of Investigations, school districts, and the Department of Motor Vehicles.
• Has knowledge of and complies with laws, such as HIPPA, CCJRA, CRS, and CORA.
• Accept cash and other forms of payment and reconciling receipts; submittal of closeouts of court staff to the Administrative Coordinator for deposit, and auditing and recording of daily deposits.
• Provide quality customer service and information to those whom the court serves, both internally and externally.
• Input court records utilizing court-specific software (InCode); coordinate system issues with Information Technology (OTI); stays current and attends trainings with Tyler regarding InCode system; works with Arapahoe County Sheriff’s Office on e-ticking system.
• Collaborate with Code Compliance and Animal Control Divisions on tickets, arraignments, trial schedules and communications with City Prosecutor.
• Perform a wide variety of specialized duties within a team and work with complicated or sensitive processes and procedures.
• Demonstrate continuous effort to improve operations, decrease turnaround times, streamline work processes, and provide input and/or recommendations on processes, procedures, and tasks.
• Ensure that Court training manuals, policies and procedures are maintained and modified as needed.
• Produce statistical reports and assist Court Administrator in tracking key performance measures.
• Produce and reconcile quality assurance and financial reports.
• Maintains current certification from the US Department of State as a Passport Acceptance Agent and receives and processes applications, including reviewing forms, proof of citizenship taking photos and collecting fees for United States passports.
• Performs other duties as assigned. 
• Responsible for the maintenance, updating and retention of records, data, and content managed within the scope pf the position. Acquires and utilizes knowledge of City’s electronic content management systems and guards against the unauthorized removal, destruction or use of municipal records. Recognizes and respects that City employees forego any personal or proprietary right to the City’s records including those that may have been developed, created, or compiled during their tenure in employment.

• Prepares legal documents for review in compliance with laws and regulations, including orders, motions, continuances, and other procedural documents.
• Reviews individual cases and makes appropriate recommendations for action to the Judge/Prosecutor.
• Requests and assembles legal evidence for Prosecutor.
• Submit complete Court records of appeals to Superior Court in a timely manner.
• Train current or new Court staff on tasks assigned to the team and ensure sufficient cross training of staff meets the needs of the Court.
• Ability to interpret and perform all work duties and activities in accordance with City policies and procedures, and regulations.
• Responsible for the maintenance, updating and retention of records/department inventory, data and content managed within the scope of the position.  
• Assisting Court Administrator 
• Responsible for the maintenance, updating and retention of records, data, and content managed within the scope pf the position. Acquires and utilizes knowledge of City’s electronic content management systems and guards against the unauthorized removal, destruction or use of municipal records. Recognizes and respects that City employees forego any personal or proprietary right to the City’s records including those that may have been developed, created, or compiled during their tenure in employment.

• Court policies, procedures and regulations.
• Microsoft Office MSWord, Excel, Access, Outlook and PowerPoint.
• CBI System Experience, Mindshare and CCIC programs.

• Understand court procedures and processes to ensure accurate information is provided to the public.
• Interact with the public to ensure clarification of court procedures and related legal requirements.
• Maintain order and decorum in the courtroom.
• Make mathematical calculations and draw logical conclusions.
• Provide thoughtful and thorough analysis.
• Listen, communicate and work effectively with a diverse group of people.
• Handle multiple projects simultaneously and prioritize work assignments. 
• Proficiently perform computerized word processing, comprehension, summarizing and writing/editing.
• Attend or conduct various meetings as needed.
• Establish and maintain effective working relationships with defense attorneys, City Prosecutors, City Magistrates, management and coworkers.

MINIMUM EDUCATION, TRAINING AND EXPERIENCE

Court Clerk:

• High school diploma or GED equivalency; and 
• Two (2) years of experience involving direct public contact, customer service, data entry, clerical and cash handling; and
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work

• Five (5) years of experience involving direct public contact, customer service, data entry, clerical and cash handling; and
• Three (3) years of experience in a municipal court environment; experience on more than one team or demonstration of multiple major court service functions; or
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

REQUIREMENTS TO PERFORM ESSENTIAL JOB FUNCTIONS
Must be able to perform the essential functions of this job, with or without accommodation. 

Physical Demands
The person in this position must be able to remain in a stationary position 50% of the time; needs to occasionally move about inside the office to access file cabinets, office machinery, etc. Occasionally moves office equipment weighing up to 30 pounds. The person in this position frequently communicates with Council members, staff, vendors, and residents; must be able to exchange accurate information in these situations. Must be able to identify Council members, staff, vendors, and residents, as applicable. Must be able to observe, assess, record, and interpret information. 

Work Environment
Work is performed primarily in an office setting with in-person and telephone contacts and may involve frequent interruptions. Work may require attendance at evening and/or weekend meetings.  

Equipment Used/Required
Frequently operates a computer and other office productivity machinery, such as a calculator, copy/fax machine, and computer printer.

EXPECTATION OF ALL EMPLOYEES
Support the City’s mission and values. 

Mission – 
Driven to provide exceptional service to the Centennial Community. 

Values – 
Collaborative, Intentional, Service Oriented, and Innovative
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.