What are the responsibilities and job description for the COURT CLERK I position at City of Helena, MT?
The City of Helena is an equal opportunity employer. The City shall, upon request, provide reasonable accommodations to otherwise qualified individuals with disabilities.
Job Purpose:
Under general direction, to plan and perform a wide variety of financial, technical, and clerical duties for the Municipal Court involving the processing of highly sensitive and confidential information; to provide information, direction, and assistance to staff when necessary.
Essential Duties: These job functions are the essential duties of the position and are not all-inclusive of all the duties the incumbent may be assigned.
Duty I: CLERICAL
40% Time
Essential
Tasks :
? This position serves as a receptionist at the counter and by telephone, answers inquiries relating to citations, trials, and other court matters; assists the public by providing general information regarding the location, dates and times of court events, policies, and procedures; redact personal information from records before providing records and certify records if requested; and refers matters unrelated to Municipal Court to the appropriate agency. The incumbent is also responsible for imaging documents into the computer system.
? Perform in professional manner a variety of clerical duties including typing, proofreading, filing, checking records and recording information on records; review information and data for completeness and accuracy; enter Notices to Appear (citations), warrants, dispositions, conditional sentences, orders, driver’s license suspensions and judgments into computer system; print referral forms, Deferred Impositions, warrants, orders, suspensions, and additional forms as needed; compile and prepare various departmental files, records, and reports for various agencies; compose letters to victims, witnesses and defendants concerning judge hearings; prepare Citizen complaints for filing charges in Municipal Court; prepare and process computerized summons, trial orders and jail orders; prepare and issue warrants on defendants who do not appear.
? Incumbent prepares DUI referral documents; issues paperwork and notification to agencies of defendants assigned to the 24/7 program, monitors for violations and processes paperwork for revocation of mail or agreement; assists the Deputy City Attorney/Prosecutor with cases as assigned; retrieves paperwork from police department and/or detention center for appearances; verifies citations, previous convictions and outstanding obligations owed to court; works closely with Defense Attorneys and Public Defenders on pending cases and files motions and orders as needed; conducts background checks and driving records as requested; completes Prime for Life Referral forms and distributes appropriately; and testifies in Municipal Court and District Court as requested.
? Prepares the weekly calendar for court and distributes to applicable agencies; Files temporary and permanent restraining orders; prepares summons for jury duty and maintains current status of jury panel; prepares and issues warrants on defendants who do not appear; processes and files served subpoenas, warrants and search warrants; assists in the proper handling of prisoners and assists officers regarding court appearances; and monitors various programs (such as community service, PFL, anger management) and other conditional sentences and takes appropriate actions when needed. Work closely with Defense Attorneys and Public Defenders on pending cases; file motions and orders in Municipal Court and conform copies.
? Assist in the proper handling of prisoners; complete forms including trial notices, no contact orders and 24/7 referrals and ensure court orders are properly drawn up and sent to the jail; compose follow-up letters to defendants who fail to serve a jail sentence or scheduled house arrest with the Sheriff's Department; issue warrants on defendants who fail to respond to letters regarding their sentence; explain sentences and consequences for failure to comply with sentences to prisoners; handle letters from defendants in custody and forward to judge for review; respond to the defendant’s letters according to the Judge’s recommendation.
? Issue paperwork and notification to agencies of a defendant assigned to the 24/7 program and daily breath tests; monitor said defendants for violations; process follow-up paperwork for revocation of defendant’s bail or agreement; issue warrants and set Order to Show Cause hearings and send for service.
? Assist the Deputy City Attorney/Prosecutor with cases as assigned; provide information as requested.
? Process appeals and file with District Court – route notice of appeal to City Attorney .
? File Temporary and Permanent Restraining Orders including the receipt, numbering, and data entry of cases; schedule court hearings; enter, process and print Orders and distribute to proper agencies for service; enter and prepare dismissals.
? Image documents into computer system; verify information on image is correct; print document and stamp document verifying it has been imaged. Scan and audit all court documents for record retention purposes.
? Complete sorting, review, and data entry into FullCourt Jury 3000 jury service questionnaires for yearly jury term
Duty 2: FINANCIAL
10% Time
Essential
Tasks :
? The incumbent receives and maintains large amounts of cash and checks and issues computerized receipts for payment on fines, bonds and forfeitures; verifies payments from Department of Revenue; reviews payment agreements for current status and sends notices of noncompliance if necessary; processes and prints daily accounting reports; prepares bank deposits; prepares and issues warrants on defendants who do not pay fines; and arranges time payment agreements for defendants who plead guilty but are unable pay the total amount of the fine.
? Arrange time payment agreements for defendants who plead guilty but are unable pay the total amount of the fine; assure that the agreement is signed by the defendant; record payments and next payment due date on the agreement and update the computer correctly; issue receipts showing the amount of payment, balance due, and next payment date; compute the unpaid balance; audit the computer and time pay for accuracy.
? Responsible for end of day bookkeeping and balancing. After each clerk has balanced his/her individual till the closing clerk reconciles all the daily deposits together. Prepares and the cash balance report and does the deposit entry in Full Court and prints out the Cash Balance Report, Daily Deposit Slip and places the copies into the Full Court Cash Report Binder. Places the deposit into the bank bag in the back vault. Prepares and prints the Helena Municipal Court Trial Balance Report. Verifies the Asset Total, Bond Trust, and the Restitution Trust all match the Bank Account Ledger, Undisbursed Restitution Report, Cash Bond Reconciliation Report. This report is printed, and a hardcopy is placed into the Cash Balance Reports Binder.
Duty 3: The Court Clerk I will learn and become proficient in learning the Front Counter Desk duties before progressing to Court Clerk II. The assignments are completed with the supervision of the Lead Clerk and Court Manager.
50% Time
Secondary Duties
Tasks :
FRONT COUNTER DESK
? First on call for front counter customers.
? Printing, sorting, data entry and filing of jury forms.
? Processing and delivery of daily mail.
? Monitoring of time pay files, including auditing files and sending request for appearance of pay letters.
? Processing of all record requests.
? Complete back log of archived filing.
? Prepare the daily calendar.
Essential Knowledge, Skills and Abilities Related to this Position:
Knowledge of:
Physical Demands:
Requires the ability to stand, bend at the waist, kneel, reach over the head, talk, hear, and see. Clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to communicate well with other City employees and the public both in person and over the telephone.
Sufficient vision, with or without correction, which permits the employee to produce and review a wide variety of written materials and to make and retrieve computer data and information entries.
Sufficient manual dexterity, with or without reasonable accommodations, which permits the employee to operate a computer keyboard and to make handwritten notations and to move files as needed.
Sufficient personal mobility, with or without reasonable accommodation, which permits the employee to serve the public at the counter in the Municipal Court’s office and to use a step stool to access files in the office. Requires the ability to move or lift documents and materials weighing up to 30 pounds.
Safety
Performs all functions in the safest possible manner and according to policies and procedures. Participates fully with safety trainings. Reports unsafe work conditions and practices, work-related injuries, illnesses, and near-misses as soon as possible to assigned supervisor.
Minimum Qualifications (Education, Experience and Training):
Must successfully complete a background screening.
Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:
Experience: This is a training position, please see Advancement Plan. Knowledge and aptitude of effectively working with the public; experience in handling financial transactions which may include cash handling or check and credit card transactions. Proven attention to detail. Specialized formal training or experience in office practices, legal procedures, or related field.
Training: Equivalent to the completion of the twelfth grade supplemented by specialized training or course work in office practices, legal procedures, or a related field.
License or Certificate:
Must possess a valid driver’s license with acceptable driving record at the time of hire and can obtain a valid MT driver’s license within six months of hire.
Supervision Received:
Court Manager, Lead Clerk and Helena Municipal Court Judge
Job Purpose:
Under general direction, to plan and perform a wide variety of financial, technical, and clerical duties for the Municipal Court involving the processing of highly sensitive and confidential information; to provide information, direction, and assistance to staff when necessary.
Essential Duties: These job functions are the essential duties of the position and are not all-inclusive of all the duties the incumbent may be assigned.
Duty I: CLERICAL
40% Time
Essential
Tasks :
? This position serves as a receptionist at the counter and by telephone, answers inquiries relating to citations, trials, and other court matters; assists the public by providing general information regarding the location, dates and times of court events, policies, and procedures; redact personal information from records before providing records and certify records if requested; and refers matters unrelated to Municipal Court to the appropriate agency. The incumbent is also responsible for imaging documents into the computer system.
? Perform in professional manner a variety of clerical duties including typing, proofreading, filing, checking records and recording information on records; review information and data for completeness and accuracy; enter Notices to Appear (citations), warrants, dispositions, conditional sentences, orders, driver’s license suspensions and judgments into computer system; print referral forms, Deferred Impositions, warrants, orders, suspensions, and additional forms as needed; compile and prepare various departmental files, records, and reports for various agencies; compose letters to victims, witnesses and defendants concerning judge hearings; prepare Citizen complaints for filing charges in Municipal Court; prepare and process computerized summons, trial orders and jail orders; prepare and issue warrants on defendants who do not appear.
? Incumbent prepares DUI referral documents; issues paperwork and notification to agencies of defendants assigned to the 24/7 program, monitors for violations and processes paperwork for revocation of mail or agreement; assists the Deputy City Attorney/Prosecutor with cases as assigned; retrieves paperwork from police department and/or detention center for appearances; verifies citations, previous convictions and outstanding obligations owed to court; works closely with Defense Attorneys and Public Defenders on pending cases and files motions and orders as needed; conducts background checks and driving records as requested; completes Prime for Life Referral forms and distributes appropriately; and testifies in Municipal Court and District Court as requested.
? Prepares the weekly calendar for court and distributes to applicable agencies; Files temporary and permanent restraining orders; prepares summons for jury duty and maintains current status of jury panel; prepares and issues warrants on defendants who do not appear; processes and files served subpoenas, warrants and search warrants; assists in the proper handling of prisoners and assists officers regarding court appearances; and monitors various programs (such as community service, PFL, anger management) and other conditional sentences and takes appropriate actions when needed. Work closely with Defense Attorneys and Public Defenders on pending cases; file motions and orders in Municipal Court and conform copies.
? Assist in the proper handling of prisoners; complete forms including trial notices, no contact orders and 24/7 referrals and ensure court orders are properly drawn up and sent to the jail; compose follow-up letters to defendants who fail to serve a jail sentence or scheduled house arrest with the Sheriff's Department; issue warrants on defendants who fail to respond to letters regarding their sentence; explain sentences and consequences for failure to comply with sentences to prisoners; handle letters from defendants in custody and forward to judge for review; respond to the defendant’s letters according to the Judge’s recommendation.
? Issue paperwork and notification to agencies of a defendant assigned to the 24/7 program and daily breath tests; monitor said defendants for violations; process follow-up paperwork for revocation of defendant’s bail or agreement; issue warrants and set Order to Show Cause hearings and send for service.
? Assist the Deputy City Attorney/Prosecutor with cases as assigned; provide information as requested.
? Process appeals and file with District Court – route notice of appeal to City Attorney .
? File Temporary and Permanent Restraining Orders including the receipt, numbering, and data entry of cases; schedule court hearings; enter, process and print Orders and distribute to proper agencies for service; enter and prepare dismissals.
? Image documents into computer system; verify information on image is correct; print document and stamp document verifying it has been imaged. Scan and audit all court documents for record retention purposes.
? Complete sorting, review, and data entry into FullCourt Jury 3000 jury service questionnaires for yearly jury term
Duty 2: FINANCIAL
10% Time
Essential
Tasks :
? The incumbent receives and maintains large amounts of cash and checks and issues computerized receipts for payment on fines, bonds and forfeitures; verifies payments from Department of Revenue; reviews payment agreements for current status and sends notices of noncompliance if necessary; processes and prints daily accounting reports; prepares bank deposits; prepares and issues warrants on defendants who do not pay fines; and arranges time payment agreements for defendants who plead guilty but are unable pay the total amount of the fine.
? Arrange time payment agreements for defendants who plead guilty but are unable pay the total amount of the fine; assure that the agreement is signed by the defendant; record payments and next payment due date on the agreement and update the computer correctly; issue receipts showing the amount of payment, balance due, and next payment date; compute the unpaid balance; audit the computer and time pay for accuracy.
? Responsible for end of day bookkeeping and balancing. After each clerk has balanced his/her individual till the closing clerk reconciles all the daily deposits together. Prepares and the cash balance report and does the deposit entry in Full Court and prints out the Cash Balance Report, Daily Deposit Slip and places the copies into the Full Court Cash Report Binder. Places the deposit into the bank bag in the back vault. Prepares and prints the Helena Municipal Court Trial Balance Report. Verifies the Asset Total, Bond Trust, and the Restitution Trust all match the Bank Account Ledger, Undisbursed Restitution Report, Cash Bond Reconciliation Report. This report is printed, and a hardcopy is placed into the Cash Balance Reports Binder.
Duty 3: The Court Clerk I will learn and become proficient in learning the Front Counter Desk duties before progressing to Court Clerk II. The assignments are completed with the supervision of the Lead Clerk and Court Manager.
50% Time
Secondary Duties
Tasks :
FRONT COUNTER DESK
? First on call for front counter customers.
? Printing, sorting, data entry and filing of jury forms.
? Processing and delivery of daily mail.
? Monitoring of time pay files, including auditing files and sending request for appearance of pay letters.
? Processing of all record requests.
? Complete back log of archived filing.
? Prepare the daily calendar.
Essential Knowledge, Skills and Abilities Related to this Position:
Knowledge of:
- Modern office practices, methods, and computer equipment.
- Current computer programs such as Word, Excel and Outlook (or some form of email system).
- Court and legal terminology and procedures.
- Principles, structure, and methods of the local judicial system.
- Principles and procedures of record keeping.
- Principles and practices of data collection and report preparation.
- Pertinent Federal, State, and local laws, codes, and regulations.
- Principles and practices used in dealing with the public.
- Principles and practices used with confidentiality, public records, and discretion used in handling and processing confidential criminal history records.
- Basic bookkeeping and accounting methods.
- Virtual Cashier to process credit/debit card payments.
- Knowledge of citepayusa.com and the ability to set up an agreement in FullCourt for the Defendant.
- Basic mathematical principles.
- English usage, spelling, vocabulary, grammar, and punctuation.
- Operate modern office equipment including computer equipment, copier, fax, multiline phone and voice mail system, video equipment, scanner and calculator.
- Type and enter data at a speed necessary for successful job performance.
- Maintain a professional, tactful, patient and pleasant demeanor when dealing with difficult and irate individuals.
- Perform responsible clerical work with accuracy, speed and minimal supervision.
- Exercise good judgement and flexibility in response to changing situation sand needs of the office.
- Interpret and apply the policies, procedures, laws and regulations pertaining to assigned programs and functions.
- Prepare and maintain accurate and complete confidential records and reports
- Perform accurate mathematical computations.
- Meet and deal tactfully and effectively with the public including individuals that are mentally ill, disabled and under the influence of substances.
- Respond to requests and inquiries for information regarding Court policies and procedures
- Handle Large amounts of cash and checks.
- Handle multiple tasks and duties under stressful conditions.
- Understand and follow oral and written instructions.
- Communicate clearly and concisely both orally and in writing.
- Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.
Physical Demands:
Requires the ability to stand, bend at the waist, kneel, reach over the head, talk, hear, and see. Clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to communicate well with other City employees and the public both in person and over the telephone.
Sufficient vision, with or without correction, which permits the employee to produce and review a wide variety of written materials and to make and retrieve computer data and information entries.
Sufficient manual dexterity, with or without reasonable accommodations, which permits the employee to operate a computer keyboard and to make handwritten notations and to move files as needed.
Sufficient personal mobility, with or without reasonable accommodation, which permits the employee to serve the public at the counter in the Municipal Court’s office and to use a step stool to access files in the office. Requires the ability to move or lift documents and materials weighing up to 30 pounds.
Safety
Performs all functions in the safest possible manner and according to policies and procedures. Participates fully with safety trainings. Reports unsafe work conditions and practices, work-related injuries, illnesses, and near-misses as soon as possible to assigned supervisor.
Minimum Qualifications (Education, Experience and Training):
Must successfully complete a background screening.
Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would be:
Experience: This is a training position, please see Advancement Plan. Knowledge and aptitude of effectively working with the public; experience in handling financial transactions which may include cash handling or check and credit card transactions. Proven attention to detail. Specialized formal training or experience in office practices, legal procedures, or related field.
Training: Equivalent to the completion of the twelfth grade supplemented by specialized training or course work in office practices, legal procedures, or a related field.
License or Certificate:
Must possess a valid driver’s license with acceptable driving record at the time of hire and can obtain a valid MT driver’s license within six months of hire.
Supervision Received:
Court Manager, Lead Clerk and Helena Municipal Court Judge
