District Court Deputy Clerk

Thank you for your interest in Madison County.

Description

The duties and records to be kept by the Clerk of District Court are covered under Title 3, chapter 5, part 5, MCA. There are also numerous other duties set forth throughout the statutes which are listed in the General Index under “CLERK OF DISTRICT COURT” and under “COUNTY OFFICERS”. (SEE Title 7, chapter 4, part 22nd title 7, chapter 6, part 22, MCA)

Deputy Clerk of District Court shall perform these duties under the authority of the Clerk of District Court
Work Unit Overview: The Madison County District Court is a court of general jurisdiction that handles criminal and civil matters. The District Court provides the citizens of the County an open, fair, efficient, and independent judiciary for the advancement of justice under the law as prescribed by Montana Statute.
Job Summary: The District Court Deputy Clerk assists the Clerk as the official keeper of all District Court records for Madison County and is responsible for performing a multitude of considerably difficult, wide-ranging clerical duties with accuracy, timeliness and confidentiality. These records include adoption, civil, criminal, dependent neglect, domestic relations, guardianship, juvenile, paternity, probate and sanity cases. The Deputy Clerk is the assistant Jury Commissioner; issues, files and records all county marriage license applications and licenses; and processes water commissioner water billing statements.

Essential Functions

• Perform routine administrative work to ensure District Court operates with efficiency, accuracy, confidentiality and in accordance with standard operating procedures and laws. This includes filing, answering phones, providing customer assistance, cashiering, performing data entry, bookkeeping, and mail processing.

• File and maintain all court and legal documents (both paper and electronic) appropriately in accordance with applicable statutes, local court rules established by the judge and the Clerk of Court Procedures Manual. Maintain statewide database and keep case registers and indexes current. Issue a wide variety of official court documents. Prepare and sign orders per state statutes. Certify documents as requested. Provide copies to appropriate parties and out-of-county judges.
• Maintain court calendar documenting all court hearings and trials. Attend court hearings and take minutes of court proceedings. Upload court calendar on county website.
• Provide ease of access to records for authorized interested parties and the public. Ensure proper security and confidentiality of all court documents and records. Provide proper legal forms and accurate instructions to the public. Assist pro se litigants when filing documents. Keep informed of legislative changes necessary to assist the public.
• Process all monetary transactions efficiently in accordance with established court guidelines. This includes but is not limited to: receipting all monies received through fines, fees, bonds, and restitution; disbursing funds for restitution and bonds; and preparing weekly deposits with the Madison County Treasurer.
• Perform searches of court records for criminal, civil and genealogy research requests.
• Maintain jury panel list and questionnaires for each jury term. Summon potential jurors for each jury trial. Prepare supplies for Jurors and prepare jury room. Prepare claims for juror service compensation.
• Mark exhibits and maintain an accurate list of exhibits for each case according to legal guidelines. Give oaths to parties testifying in court and to parties signing documents.
• Issue and file marriage licenses according to the law and established procedures.
• Prepare and mail out billings statements for water commissioners.

Education and Experience

The job requires education and experience equivalent to a high school diploma or GED. Two (2) years of varied clerical work experience is helpful.
Experience working with governmental entities preferred.

Knowledge, Skills, and Abilities

Requires a good working knowledge of computers, Microsoft Word, Excel and Outlook, records maintenance systems, filing and records maintenance procedures, and basic bookkeeping.
Requires skill in communication, active listening, speaking clearly, reading comprehension, critical thinking, and time management. Must be proficient in typing, writing, spelling and grammar.
Requires the ability to read and understand statutes, keep matters confidential, work as part of a team, follow written and oral instructions, pay attention to details, work in an environment requiring heavy multi-tasking, work under pressure, and handle continual distractions, schedule changes and inquiries requiring immediate decisions.
Also required is the ability to establish and maintain effective working relationships with employees, other departments and the public necessary.

Madison County is an Equal Employment Opportunity.