Deputy Court Clerk-PT

DISTINGUISHING FEATURES OF THE CLASS

The Deputy Court Clerk I- PT is responsible for performing specialized clerical tasks in the Municipal Court. This class is responsible for the clerical tasks necessary for the day-to-day operation of the Municipal Court and incumbents work in courtrooms, appeals, and jail court. Responsibilities primarily involve morning and occasionally afternoon magistration, which includes receiving and processing cases efficiently. This role is responsible for preparing the necessary forms for the judge's review and signature and ensuring proper documentation. All Deputy Clerk I are cross-trained, ensuring that responsibilities are evenly distributed and that the municipal court functions smoothly and efficiently. The Deputy Clerk I is distinguished from other more general clerical classifications by the knowledge of court or legal policies and procedures. A Deputy Clerk I works under the general supervision of the Municipal Court Administrator.

ESSENTIAL DUTIES AND RESPONSIBILITIES

This list is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

• Answers incoming calls and handles matters pertaining to disposition information in cases, fine amounts, and schedule hearing and trial dates.
• Types and issues arrest notices and warrants.
• Keeps accurate and complete case records making required docket entries; maintains files and records.
• Operates a variety of office equipment, including personal computer.
• Transcribes and prepares correspondence, memoranda, legal documents and reports.
• Completes case history research and provides judge with requested information from case files.
• Records and processes magistrate cases.
• Records and processes emergency protective orders, emergency commitments, and search warrant orders.
• Observes safety regulations and communicates potential safety hazards.
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.
• Accurately file and organize court cases.
• Scan and digitize relevant documents and paperwork.
• Efficiently handle emails, including responding to inquiries, managing non-magistrate paperwork.

Additional Requirements:

• Must be able to read, write and speak effectively in English.
• Must be able to speak and communicate effectively in Spanish.
• Some positions will require the performance of other essential and marginal functions depending upon assignment.

SUPERVISION RECEIVED & EXERCISED

Receives general supervision from the Municipal Court Administrator.

This position has no supervisory responsibilities.

QUALIFICATION GUIDELINES

Knowledge of:

• Court operations, policies and procedures.
• Legal forms, documents and terminology.
• Applicable recordkeeping requirements for court actions and defendant case files.
• Modern office practices and equipment.
• English and business arithmetic.

Ability to:

• Understand and follow written and oral instructions in the English language.
• Organize and prioritize own workload.
• Learn assigned clerical tasks primarily through oral instruction and observation.
• Work cooperatively with other employees, defendants, attorneys, victims, and the general public, often under stressful circumstances.
• Communicate orally with defendants, attorneys, victims, coworkers, and the public in a tactful and courteous manner.
• Locate and retrieve documents that have been filed alphabetically.
• Operate a variety of standard office equipment.
• Operate and maintain court-recording equipment.
• File court or legal documents numerically as prescribed by Court procedures.
• Operate a computer terminal or other keyboard device to enter information into a database.
• Make arithmetical calculations with speed and accuracy.
• Utilize second language skill in the routine performance of duties.
• Work safely without presenting a direct threat to self or others.

Education & Experience:

• One-year certificate from a college or technical school; or two years of related experience and/or training; or equivalent combination of education and experience.

Licenses, Certificates & Registrations:

• Texas Municipal Court Education Center Certificate with 24 hours required within first year of employment and must be updated annually.

PHYSICAL REQUIREMENTS

The employee is regularly required to sit and use hands and fingers. The employee is occasionally required to lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

WORKING CONDITIONS

The noise level in the work environment is usually moderate.

SAFETY SENSITIVITY