Court Clerk

GENERAL STATEMENT OF DUTIES

Under general supervision, to perform the violations court clerk role and responsibilities associated with the case processing and adjudication of traffic citations; wildfire and county ordinance violations; civil disputes of less than $10,000 in small claims or civil division; evictions (Forcible Entry and Detainer FED Actions) heard through the Justice Court under the violations' bureau order; to perform limited and routine violation trial tasks, civil case tasks and finance processes as assigned. 

SUPERVISION RECEIVED

Work under the supervision of the Office Manager or designee, who assigns work, sets goals, and reviews work for accuracy, completeness, and compliance with department policies and objectives.

SUPERVISION EXERCISED

Supervision of employees is not a responsibility of positions in this classification.

• Provide customer assistance to the public in person, by mail, email, and telephone; receive and respond to general questions by providing information regarding violation plea options, citation, and collection processes, including payment options and obtaining license clearances; gather relevant information and coordinate with a supervisor or lead worker for resolution of traffic cases; communicate basic case information to external law enforcement and collection agencies.
• Maintain workflow of cases using the court case management program; review and compare citations to the court docket verifying all necessary information is accurate and correct; prepare and proofread the arraignment docket and any specialty dockets such as show cause hearings; refer inaccurate information to a supervisor; update and close a traffic or violation case if an individual enters a plea and pays the fine; send conviction abstracts to Department of Motor Vehicles (DMV) as assigned; print and provide motions to the Justice of the Peace filed by the public as well as law enforcement motions to dismiss or amend a citation.
• Decide traffic and violation cases at the court window, online, by mail, fax, or telephone according to the violations' bureau order; access driving records as allowed by Law Enforcement Data System (LEDS) guidelines to reduce a fine under the violations' bureau order; assist the public with payment options; verify documents including proof of vehicle insurance and registration; inspect vehicles to confirm necessary corrective action complies with court findings.
• Open, distribute, and process mail; receipt for mail payments; review letters from the public addressed to the Justice of the Peace and create draft response letters for review and approval.
• Generate and review reports, including failure to appear in court and failure to comply with payment plan contract; send letters and notices for failure to appear and failure to comply; create and submit documents to the DMV requesting notification of suspension or license clearance; monitor cases for eligibility to reinstate driving privileges.
• Cashier, receipt, process and track fees, payments, and bonds collected for traffic or violation fines; set up payment plan contracts; complete internal records; balances transactions, receipts, and the cash drawer; submit cases to the collection agency; receive and review status updates from the collection agency.
• Perform routine violation trial tasks in traffic violations cases as assigned under the guidance of a lead or supervisor, such as preparing and proofreading the trial docket, entering and removing driving records in the electronic case file, scanning documents, and adding parties to the case, sending subpoenas, notifying parties of a trial date reset, and other limited duties; perform assigned LEDS related tasks.
• Perform routine duties in civil, small claims, and landlord-tenant cases as assigned under a lead or supervisor; enter and scan initial and primary information electronically and in person; ensure accuracy of civil dockets, including small claims and landlord-tenant cases by comparing the docket to court software files.
• Perform routine finance duties such as preparing the daily bank deposit and daily deposit summary, preparing check disbursements for civil cases, entering data on the civil trust spreadsheet for deposit and disbursement tracking, reconciling payments received from collections, preparing the accounts payable voucher for monthly billing statements, processing refunds, and other occasional, limited finance tasks as assigned under the guidance of a lead or supervisor.
• Perform other duties as assigned.

EXPERIENCE AND TRAINING

1. High school diploma or equivalent; AND
2. One year of related court experience; OR
3. Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.

SPECIAL REQUIREMENTS 

• The finalist for this position will be required to pass a criminal history background check, including finger printing; however, conviction of a crime may not necessarily disqualify an individual for this position.
• This assignment is represented by a union.
• This is a full-time position, which is eligible for overtime.
• Typical Work Schedule: Monday through Friday, 8:00 a.m.-5:00 p.m., with flexibility depending upon the needs of the department and program.

KNOWLEDGE, SKILLS, AND ABILITIES 

Working knowledge of customer service techniques; office operations, procedures, and equipment; cash handling procedures; business math; English spelling, punctuation, grammar, and composition; Oregon Revised Statutes including the vehicle code and code; Department of Motor Vehicle Rules; Law Enforcement Data System (LEDS) Rules; General Court Orders and court procedures related to traffic and violation matters; office equipment, including computers and software programs, scanners, copiers, telephones, their functions, and capabilities; concepts and techniques of prioritizing and organizing work; strategies for dealing with a variety of individuals from various socio-economic, ethnic, and cultural backgrounds. 

Skill to provide assistance and information to customers; explain applicable court policies and procedures without giving legal advice; work effectively in a multi-task, detail and deadline driven environment; handle a high volume of customers by telephone and in person; review documents for completeness; independently, accurately and effectively perform assigned tasks and duties following established procedures, regulations and program policies; effectively operate office equipment, personal computers and software applications including databases and scanning software; perform data entry and arithmetic calculations with speed and accuracy; cash handling; communicate effectively, both orally and in writing, including drafting effective and concise correspondence; establish and maintain effective working relationships with staff, Justice of the Peace, law enforcement and court personnel, parties and attorneys, other agencies, and the public in a courteous, professional manner; maintain composure under stressful conditions; maintain confidential information in accordance with legal standards and county regulations.

Salary : $21 - $28