Prosecutor's Clerk

City of Newton, Kansas
Job Description

PROSECUTOR'S CLERK

Position Summary

Under the supervision of the Assistant City Attorney/City Prosecutor, the primary objective of this position is to assist the Assistant City Attorney in the management of the Newton City Prosecutor’s Office. It is the duty of the Prosecutor’s Clerk to oversee the majority of the office’s daily functions. The Prosecutor’s Clerk performs varied secretarial and office management assignments. Working knowledge of court and criminal procedures is necessary in this position. Work follows prescribed policies and procedures, and detailed instructions are given for new or difficult assignments. In this capacity, the employee will perform clerical functions of a confidential nature.

Essential Functions:

• Receive reports/narratives/citations from NPD and prepare case files for Prosecutor review.
• After Prosecutor review of the case file, file and prepare complaints.
• Maintain and follow procedures for Environmental and Nuisance code enforcement separate from other City Code infractions.
• Data entry for current cases.
• Serve as liaison with victims, in collaboration with the Victim Coordinator who is the primary liaison.
• Serve as the primary manager for all case discovery.
• Serve as liaison with witnesses and NPD officers.
• Serve as primary point of contact with defense counsel.
• Serve as liaison with defendants/attorneys.
• Prepare and mail subpoenas for trials.
• Executes background checks and driver’s license checks.
• Maintain case files and keep up to date with any follow up.
• Handle incoming telephone calls and communication with the prosecutor’s office.
• Assist City Prosecutor in preparing for municipal and appeal trials.
• Cross-train to assist with other Municipal Court functions as staffing needs may require.
• Follow the Prosecutor’s Office discovery policies and provide discovery/reports for attorneys.
• Maintain file closure procedures, and follow file retention policies and laws.
• Maintain dash camera and body camera database and provide video to defendants/attorneys per Prosecutor’s Office discovery policy.
• Handle cash payments for fines and fees from defendants.

Marginal Functions:

• Printing, scanning and shredding documents for the department;
• Provides coverage for other positions in the department;
• Other duties as may be assigned.

Position Requirements:

Education / Experience: High School diploma or GED is required. Some college credit in paralegal, criminal justice or business administration preferred. Two to three years of related experience and/or training; or an equivalent combination of education and experience.

Skills: Ability to work independently, general knowledge of law enforcement and court procedures is necessary. A working knowledge of computers, word processing, and clerical skills is required. The ability to type with speed and accuracy, to complete tasks in the presence of distractions, to prepare reports, and to interpret written instructions is required. The employee should possess excellent public relations, organizational, oral and written communication skills.

Problem Solving: Strong problem-solving skills and the ability to handle citizen complaints and inquiries relating to court cases in accordance with prescribed policies and procedures. The Prosecutor’s Clerk must be able to develop a fundamental understanding of the processes of the prosecutor’s office such that problems can be solved easily and intelligently.

Decision Making: Ability to exercise appropriate judgment within prescribed guidelines, policies, and procedures.

Accountability: Accountable for decisions made in carrying out position responsibilities.

Personal Relations: The City Prosecutor’s Clerk is expected to conduct himself or herself in a highly professional manner, and in a close, positive manner with co-workers, superiors, law enforcement officers, the public, outside agencies, and other City departments and City administration. The City Prosecutor’s Clerk must be able to deal with the public politely and professionally despite sometimes stressful circumstances.

Supervisory Responsibilities: None.

Working Conditions: Most tasks will be performed in an office environment at City Hall. The job does involve exposure to persons under stress and to persons with criminal histories. The employee in this position may encounter hostile or angry customers.

Physical Requirements: The Prosecutor’s Clerk’s physical job demands include Occasional Bend/Crouch; Occasional Carry of <5 lbs.; Occasional Foot Coordination; Constant Hand Coordination; Occasional Lift of up to 50 lbs. from Floor to Waist; Occasional Horizontal Push/Pull of up to12 lbs.; Occasional Forward Reach; Constant Sit; Occasional Stand; Frequent Walk. See Job Analysis for details.

PDC Level: Medium.

This description should not be interpreted as all-inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification.