Deputy Court Clerk II

DEFINITION / GENERAL PURPOSE:

Performs a wide variety of routine and complex supervisory, administrative, and clerical tasks related to court activities in compliance with state and city policies.

SUPERVISION RECEIVED AND EXERCISED:

Works under the general supervision of the Municipal Court Administrator.

Supervises Deputy Court Clerks and other staff as assigned.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Assumes duties as Municipal Court Administrator in Court Administrator's absence.

Trains personnel in the methods and procedures of the Municipal Court.

Assists with docket preparation.

Supervises the receipting, depositing and accounting of monies for fines, and other court receipts.

Maintains internal controls for cash receipts in accordance with policies and procedures.

Performs various administrative duties including preparing and mailing correspondence related to court cases, making photocopies and faxing document.

Oversees deferrals, jail sentences, and probations.

Knowledge of the collection, accounting and submission of court fines, cost and fees.

Receives fine payments, issues receipts and enters payment information into computer and docket files.

Skills in effectively supervising and delegating duties to assigned staff and in resolving customer complaints and concerns.

Assist with coordinating court matters with the Judges, defendants, defense counsel, City Prosecutor, Police Department, jail, alcohol agencies and other levels of the Criminal Justice Administration system.

Initiates related paperwork as needed by defendants to facilitate their response to a citation or complaint.

Assist with preparation of reports for state and local agencies monthly, quarterly and annually.

Answer questions from citizens in person, over the telephone and in writing regarding court procedures and available options.

Assist with the preparation of subpoenas, and late notices.

Assists with the collection of warrant fines, including recalling warrants, setting up payment plans, court dates and answering questions related to the warrant status.

Process driving safety, deferred dispositions, payment plans and compliance dismissals in accordance with standing judicial orders.

Participate in yearly training programs to maintain court clerk certifications.

Responsible (when Court Administrator is absent) for accountability of city revenue, restitution collected for merchants and the allocation of state court cost.

Preparation of summons, arrest warrants or other processes for the Court.

Oversees filing of papers, dockets, case files, and case related correspondence.

Constructs new case files, filing and retrieving documents as necessary.

Assists with preparing and maintaining appropriate court calendars.

Assists with preparing files for court use; processes timely notices to defendants of arraignments, trials and hearings.

Assists with responding to requests from Municipal Judge, City Prosecutor, Police Department and others for information regarding processing motions for discovery.

Performs a variety of courtroom related tasks such as marking exhibits in order of presentation in court cases, processing teen court forms, deferred dispositions and community service orders.

Assist with processing of invoices, purchase orders and in the preparation of the annual budget.

Must have the ability to work well with others and have a good/pleasant attitude.

Ability to perform related duties and responsibilities as required.

Regular and timely attendance is an essential job function.

PERIPHERAL DUTIES:

Other Duties as assigned.

Must be able to follow directions.

DESIRED MINIMUM QUALIFICATIONS:

Associates Degree preferred; or graduation from high school or GED equivalent with course work in typing and/or general office practices required;

Four (4) years prior work experience in secretarial, clerical, paralegal or administrative work, including two (2) years in a court environment;

Any equivalent combination of education and experience.

SPECIAL REQUIREMENTS:

Level I Court Clerk Certification required.

Must complete Municipal Court Clerk Certification Program, Level II within 18 months from date of employment or promotion

Valid State Driver's License, or ability to obtain one prior to employment.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of legal language and legal procedures related to municipal court functions;

Knowledge of general office procedures;

Knowledge of basic bookkeeping practices;

Knowledge of criminal, traffic and infraction procedures;

Knowledge of Windows, MS Word and Excel required;

Skills in the operation of the listed tools and equipment;

Ability to effectively communicate on a one‑to‑one basis with the public;

Ability to maintain effective working relations with employees, other departments, officials and public;

Ability to maintain accurate records;

Ability to type and enter data accurately.

SELECTION GUIDELINES:

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.

TOOLS AND EQUIPMENT USED:

Personal computer system, including word processing and specialized court software; 10-key calculator; phone; copy and fax machine; scanning device, recording system.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment varies according to the number of people present.

The employee must have the ability to work well with others and have a good/pleasant attitude.