What are the responsibilities and job description for the Court Clerk position at City of Apache Junction, AZ?
Description
Positions assigned to this class perform entry-level record keeping, data entry, public contact and cash handling work related to the Municipal Court operation. Duties are conducted according to established procedures.
Essential Duties
The following are intended to describe core work functions of this classification. While the level and broad nature of essentials duties may not change, specific work tasks may vary over time depending on the City's needs.
- Process protective order cases; provide information regarding process to the public; if protective order is granted by a judge, create case in CMS as well as a physical case file and forward to Police Department for service.
- Process motions and notices of appearance and follow work with the parties and Judge.
- Coordinate jury and nonjury trials, subpoenas, Jurors, and court room set up including but not limited to starting audio recording devices, set out appropriate forms and paperwork and replenish any supplies.
- Perform public contact work at the counter and on the phone including but not limited to answering questions and providing information to defendants, attorneys, police officers and the general public.
- Prepare correspondence, type form letters, summonses, warrants, complaints and a wide variety of forms; perform data entry tasks including but not limited to docketing, entering and updating disposition and sentencing information.
- Accept payments; maintain records of monies received for cash bonds and fees; reconcile cash drawer, prepare daily deposits and reports.
- Update and maintain various case files on the case management system (CMS); review files for compliance with court dates and sentencing requirements; prepare monthly purge file lists and purge files as necessary.
- Receive and verify citations from the police department and other agencies; maintain calendar for the court and Judge; coordinate jury selection; prepare courtroom and files for pre-trial and trial cases.
- Enter paper citations into software system; process electronically submitted citations; review citations; prepare individual records for Motor Vehicle Department; forward appropriate information to Motor Vehicle Department for suspension or release of suspension; handle forfeitures of bonds.
- May attend courtroom proceedings; prepare documents generated during court including but not limited to sentencing paperwork and scheduling for future court dates; assist bailiff with obtaining defendant signatures on appropriate documents.
- Upon completion of required coursework and meeting qualifications administered by the Arizona State Supreme Court, may be appointed as a Hearing Officer pursuant to the City Code to hear cases involving civil traffic matters, cases involving orders of protection, injunctions against harassment, and other such civil cases as authorized by law.
- Support the City’s policies, goals, and objectives and work with management and other staff to achieve such goals and objectives; ensure compliance with safety procedures.
Minimum Qualifications
Education and Experience
Must possess High School Diploma or GED.
Supplemental Information
Knowledge
- City and Department procedures, policies and guidelines; Arizona Revised Statutes; general process of court proceedings.
- Procedures of a municipal court as it relates to the processing and retention of records; basic bookkeeping practices and principles.
- Practices and principal of providing exemplary customer service.
Skills
- Establishing and maintaining cooperative working relationships with vendors, coworkers and other individuals in contact during the course of work; communicating clearly and concisely.
- Operating a personal computer utilizing standard software such as Microsoft Office and some specialized software; functioning standard office equipment; proficient typing and data entry; accurate cash handling and money management.
- Assessing and prioritizing multiple tasks and demands; maintaining composure and working effectively under stress; meeting deadlines.
- Following directions and protocols.
Pre-employment Requirements
Candidates who are selected for appointment may be fingerprinted, if 18 or older; successfully complete a background investigation, employment verification and may be subject to a drug/alcohol test, medical, polygraph and/or psychological evaluation. Candidates who are appointed will be required to possess a valid driver’s license to operate a vehicle in Arizona or meet the transportation needs of the position.
Physical Demands and Work Environment
Work is performed in a standard office environment. May require frequent sitting and continuous operation of a personal computer. May be required to perform a full range of motion with lifting and/or carrying items weighing up to 25 pounds.
