Deputy Court Clerk

Performs administrative, clerical, customer service, and financial recordkeeping duties in support of the City of Navasota Municipal Court. Processes citations and court records, receives and accounts for payments, assists with case scheduling and communications, and provides procedural information while maintaining confidentiality, accuracy, and impartiality.

ORGANIZATIONAL RELATIONSHIPS:

1. Reports to: Municipal Court Administrator.

2. Directs: This is a non-supervisory position.

3. Other: Has contact with the Municipal Court Judge, court prosecutor, attorneys, defendants, law enforcement personnel, other City employees, county and state agencies, and the general public.

ESSENTIAL DUTIES:

· Receives, reviews for completeness, enters, and maintains citations, complaints, case information, and dispositions in the court case-management system.

· Assists with court dockets, hearing and trial schedules, notices, correspondence, and preparation of case materials for the Municipal Court Judge and prosecutor.

· Responds courteously to inquiries by telephone, electronically, in writing, and in person; explains court processes and available procedural options without providing legal advice.

· Processes driving safety course requests, deferred disposition requests, compliance documentation, and other authorized case actions under applicable law, court orders, and City procedures.

· Receives fines, court costs, fees, and other authorized payments; issues receipts and accurately posts transactions, adjustments, and partial payments.

· Balances daily collections, maintains payment and deposit records, and prepares reconciliations and deposit reports consistent with established cash-handling controls.

· Maintains case files and court records in electronic and paper form; files, retrieves, scans, and retains records according to applicable requirements and approved schedules.

· Receives and processes requests for court records, providing access or copies only as authorized by applicable law, court rules, and approved procedures.

· Prepares complaints, affidavits, and related legal documents for appropriate review and execution; administers oaths for municipal court complaints as authorized by law.

· Prepares warrants, summonses, subpoenas, and other court process for judicial review, approval, or signature where required; distributes and tracks issued documents in accordance with law and policy.

· Prepares and sends notices concerning court appearances, delinquent obligations, compliance, and other case matters; tracks responses and deadlines.

· Assists with appeals, records requests, and required court reporting to state or local agencies, as assigned and in accordance with established procedures.

· Coordinates with the Judge, Court Administrator, prosecutor, law enforcement agencies, City departments, and other stakeholders to support timely and orderly court operations.

· Provides accurate information regarding payment arrangements, requests for alternatives to payment, and related procedures, referring matters requiring judicial discretion to the Judge.

· Safeguards confidential information; treats all individuals fairly and professionally, including during difficult or stressful interactions.

· Maintains office supplies, processes incoming and outgoing correspondence, and assists with other administrative support for Municipal Court operations.

· Participates in required court training and continuing education and actively pursues Municipal Court Clerk Certification as directed by the Court Administrator.

Other Important Duties*

Performs such other related duties as may be assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of: Modern office practices and procedures; customer service; basic bookkeeping, cash handling, and reconciliation; court records and confidentiality requirements; municipal court terminology, procedures, and case-management systems; and applicable laws and court rules.

Skill/Ability to: Maintain accurate and organized records; perform detail-oriented work with a high degree of accuracy; handle payments and confidential information responsibly; use computers, court software, and standard office equipment; explain procedures clearly without providing legal advice; communicate effectively in writing and verbally; remain calm and courteous in stressful situations; meet deadlines; and establish effective working relationships with colleagues, court participants, and the public.

ACCEPTABLE EXPERIENCE AND TRAINING:

High school diploma or equivalent, plus at least two years of clerical, administrative, bookkeeping, or customer service experience. Experience in a municipal court or other legal or governmental office is preferred;

or any equivalent combination of experience and training that provides the required knowledge, skills, and abilities.

Bilingual skills in Spanish and English are preferred but not required.

CERTIFICATES AND LICENSES REQUIRED:

Must be bondable and eligible to receive a Texas Notary Public commission.

Must obtain a Texas Notary Public commission within twelve (12) months of appointment and maintain an active commission thereafter.

Must actively pursue Level I (Certified Court Clerk I, CCCI) certification through the Texas Municipal Court Clerk Certification Program and maintain certification and required continuing education upon attainment.