MUNICIPAL COURT CLERK

Under the direction of the Municipal Court Judge, this position performs the reception and clerical responsibilities of the Municipal Court. This position works forty hours per week, 7:00 a.m. to 5:30 p.m., Monday through Thursday.

• Greets all citizens that come into the Court and determines nature of business, providing assistance or information as needed by providing directions to other facilities or by calling other legal agencies to assist citizens in locating the service they are seeking.
• Processes arrests, misdemeanor citations, traffic citations, parking citations, code enforcement citations and animal control citations:
• Inputs, arrests, misdemeanor citations, traffic citations, parking citations, code enforcement citations and animal control citations into computer software program. By inputting defendants’ personal information such as address, date of birth, social security number, sex, height, weight, hair and eye color, phone number, ethnicity, etc. Inputting all other pertinent information including the charge, date of offense, if a vehicle is involved details relating to the vehicle involved, the location of the alleged offense, the citing officer and defendant's appearance date. Prepares order, judgment and sentence, waiver of counsel etc., on each arrest.
• Creates a case file folder on every outstanding arrest, misdemeanor citation, traffic citation, parking citation, code enforcement citation or animal control citation searching the courts records for any prior offense and attaching to file. Case is then filed in alphabetical order in file cabinet.
• Maintains current status of all arrests, misdemeanor citations, traffic citations, parking citations, code enforcement citations, and animal control citations issuing criminal summons, orders to show cause, state notices, work permits, payment agreements, alternative sentencing, school assignments, updating information into the court software program issuing receipts and warrants as needed.
• Responsible for transferring all sentencing information, the fines and fees charged, jail time and additional sentencing requirements from the charging documents to computer software program and continuing to update files as portions of sentence are completed.
• Monitors defendants out on bond with a bondsman so bondsman can be notified within four working days, per state laws, when a defendant has not appeared as ordered.
• Upon completion of final payment or disposition of sentence, citation is abstracted and the final disposition is recorded on the back of the citation. The citations are then sent to the Department of Motor Vehicle where the abstracted information is entered into the defendant's DMV driving record as required by law within the required time limits. Updated in the computer software program and closed out. Arrests and a copy of the misdemeanor citation are sent to records in Police Department to be put on microfilm. The original citations are maintained in the court as required by the Record Retention and Disposition Schedule for New Mexico Municipalities. 
• Responsible for collating all abstracted citations and mailing them to the Department of Motor Vehicle by certified mail.
• Responsible for generating a record of all citations which have been abstracted and mailed to Department of Motor Vehicle.
• Prepares final order drafts for Court's signature at completion of hearing.
• Inputs library complaints signed by the City Attorney for delinquent books, videos, etc. into the computer software program. Issuing summons and warrants as needed.
• Prepares monthly and yearly statistic reports of how many violations an officer issues for the month what the violations were for and whether the violation was a warning citation, parking citation, or sent to Magistrate or Juvenile Court.
• Must take payments, make change and issue receipts for each fine paid. Breaking down the fine to the appropriate fees. And updating the case in the hard copy file and in the computer software program.
• Prepares bank deposits for submission to City Cashier, collating cash, checks and money orders. Ensuring that deposit monies balance with computer software cash collection and are broken down to the proper fee account. Breaking down the fees collected into separate accounts for Municipal Treasurer to remit on a monthly basis to the Administrative Office of the Courts, for court automation, DWI lab fees, DWI prevention fees, and substance abuse fees. And to the Judicial Education center for judicial education fee. As required by state law.
• Issues State Notices also known as Failure to Appears, which notifies the Department of Motor Vehicle, that a citizen's privilege to drive should be suspended or revoked for failure to comply with the Court's order.
• Processes mail. Issuing receipts, responses when needed, or filing for informational purposes.
• Types memos and other correspondence as directed by the Judge or Court Administrator.
• Prepares monthly and yearly financial reports as required by law. Breaking down how much was collected for each fee into a monthly report and compiling an end of year report. Approximately averaging a yearly revenue collection of over $200,000.00.
• Upon request provides reports from the Court's software program breaking down number of violations written for specified violations, amount of money collected or assessed, how many violations were written by specified officer and amount of money collected or assessed, number of violations issued at specific locations, etc., requiring in depth knowledge of the Court's software program.
• Provides information as requested to other agencies in City, County and State government, i.e., City Police, State Police, Magistrate Court, District Court, Juvenile Probation, Adult Probation, DWI Probation, attorneys, etc.
• Must be knowledgeable of the Public Information Act and provide record checks on individuals as requested by military personnel, probation officers, private investigators, new media or individuals as provided under the Public Information Act.
• Ensures the Court's software system is in compliance with state law that all Municipal Courts shall be automated and that all necessary data is entered into the program.
• Assists the municipal Judge in the Courtroom during court proceedings providing clerical assistance as needed.
• Orders and maintains office supplies issuing mini purchase orders and requisitions as needed. 
• Must be aware of local ordinances and state laws that affect municipal Court and must obtain continuing education as the law changes.
• Must have working knowledge of traffic law, criminal law, animal ordinances, code enforcement ordinance and general legal procedures.
• Must have working knowledge of legal procedures by assisting customers without giving legal advice. And maintaining confidentiality regarding court proceedings and defendants.
• Must attend yearly continuing education classes offered by the Judicial Education Center and New Mexico Municipal League.
• Responsible for filling in for Court Administrator, Deputy Court Clerk, Court Clerk or Court Bailiff/Clerk when they are out of the office due to sickness, vacation, etc. Performing the basic duties of their position to ensure the smooth operation of the court during their absence.
• Cross trains for Municipal Court Administrator's duties. (Answers telephone, court scheduling, appeals, court budget, bonds, personnel records, correspondence, reports, form letters, training and other duties as directed.)

• High School diploma or equivalent preferred. 
• One-year clerical work experience or vocational training in general office equipment and procedures with experience in computer and word processing. 
• Must have the ability to communicate orally and in writing. 
• Ability to work accurately with money and figures. 
• Forty-five words per minute typing are preferred with a high degree of accuracy.  
• A current, valid driver's licenses is required.

Salary : $16 - $22