What are the responsibilities and job description for the Deputy Clerk Registry (Grant Funded) position at Pinal County?
JOB
Is It Time for a Change?Are you tired of being overworked and under-appreciated in your current role? Pinal County is paving the way with improved employee experiences, benefits, and a culture that values its people. It might be time for a change of scenery where you can make a difference and benefit from an employer who will invest in you! Where else can you find paid sabbaticals every five years and retirement plans with a lifetime guarantee? Check out all of our benefit offerings: Working at Pinal County is an investment in YOU. Apply today and find out why Pinal County is more than just a job. Before you apply, watch this video to learn helpful tips to completing an application at Pinal County: Application Tips Read more about the position and see if it is a good match for you: An Employer that Values Each Employee and Prioritizes a Work Experience that Provides Ample Time for Stress Reduction and Work Life Balance. Paid Vacation And Sick Leave15 Vacation Days Accrued Annually Starting Day OneAfter Three (3) Years of Service 18 Vacation Days Accrued AnnuallyAfter Five (5) Years of Service 20 Vacation Days Accrued AnnuallyTen Paid Holidays One Paid Floating Holiday to Use as You Wish13 Sick Leave Days Accrued Annually Starting Day OnePaid Sabbaticals Every Five (5) YearsTwo Week Sabbatical After Five Years of Continuous ServiceThree Week Sabbatical After Ten Years of Continuous ServiceFour Week Sabbatical After Fifteen Years of Continuous ServiceFour Week Sabbaticals Every Five Years After Fifteen Years of Continuous Service Comprehensive Wellness ProgramQuarterly Wellness Challenges Vision Exams and Optometry Events OnsiteVaccination ClinicsOnsite Mammogram and Prostate Screening EventsSkin Cancer Screening Events OnsiteBiometrics and Health Screening Events OnsiteFinancial Health and Retirement Planning Events Onsite & OnlineFitness Resources and Onsite Sessions Like Yoga and Tai ChiRetirement Plans with Generous Employer Contributions - Guaranteed Lifetime Benefit!Variety of Top Tier Affordable Medical Plans - Six Different Medical Plans to Choose FromSome Medical Plans with Zero Employee Premium CostDental and Vision Plans Tuition Reimbursement ProgramAlternative Work SchedulesTelehealth Qualified Employer for the Public Service Loan Forgiveness Program through the Dept of EducationEmployee Assistance Program with Ongoing Training & Development OptionsCivil Service Leave VanPool OptionsShort-Term Disability – Employer PaidBasic Life Insurance - Employer PaidFlexible Spending Accounts for Dependent Care and Medical ExpensesSuite of Voluntary Benefits including additional Life, Accident, Critical Illness & Cancer Insurance Plus, work with an amazing team of people who are committed to making Pinal County a great place for its citizens and its employees. JOB SUMMARYUnder general supervision, performs routine to advanced work in assisting customers, processing court documents and files, and performs clerical and record-keeping duties for the Clerk of the Superior Court’s Office. This is a journey level position that may train or provide direction to Deputy Clerk Trainees.
EXAMPLE OF DUTIES
Work in this classification requires an individual to be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary classification functions herein described. Since every duty associated with this classification may not be described herein, employees may be required to perform duties not specifically spelled out in this classification description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this description. TYPICAL CLASSIFICATION ESSENTIAL DUTIES: This position is assigned to various departments within the Clerk of the Superior Court’s Office. Duties specific to each assignment are listed under the “Position Specific Duties” section. Answers incoming phone calls and emails from public, attorneys, and court staff.Responds to questions from court personnel, attorneys, judges, and the public in person, electronically, or in the courtroom.Assists customers, attorneys, county, and government agencies with court filings in person, electronically, or in the courtroom.Processes new and existing case filings for area of assignment in the Clerk of the Superior Court’s Office. Maintains working knowledge and meets requirements for accepting and processing case type filings for area of assignment.Maintains accurate and complete digital and physical files.Maintains, and distributes court judicial calendars.Collects data to maintain multiple logs and monthly/quarterly reports for the department.Retrieves documents from the electronic case management system and microfilm.Receives, processes, certifies and/or issues court documents including protective orders, jail releases, warrants, conditions of release, confinement orders and confidential orders, as required.Accepts, marks, and maintains exhibits according to established procedures.Prepares, processes, and certifies copies of court documents and files.Enters and maintains data in automated case management system.Assists with the maintenance of procedure manuals.Promotes and adheres to Rules of Civil and Criminal Procedure, Arizona Rules of Family Law Procedure, and Local Rules for Pinal County.Recognizes and is familiar with the duties performed in the various departments within Clerk of Court.Maintains knowledge of codes and routing of filed documents within area of assignment.Answers questions from Deputy Clerk Trainees and provide information and tools and positive customer interaction.May lead and train Deputy Clerk Trainees. Adheres to teamwork to help enrich lives beyond expectation.Maintains absolute confidentiality of work-related issues, customer records and restricted County/Court information.Performs other related duties as required consistent with assignment. All assignments are at the discretion of the Clerk of the Superior Court. POSITION SPECIFIC DUTIES: Courtroom ClerkAttends all Superior Court sessions ensuring there is a memorialization of the court proceeding. Proceedings include Adoption, Civil, Criminal, Family Law, Guardianship/Conservatorship, Juvenile Delinquency, Juvenile Dependency, Juvenile Emancipation, Lower Court Appeals, Mental Health, Minor Abortions, Probate, Protective Orders and Severance hearings. Attends hearings where materials (testimony, photographs, and/or videos) involving a sensitive subject matter may be discussed or displayed. Maintains knowledge of Judge assignments, hearing dates and court calendar times for reference during hearings.Works collectively with judicial staff and adjoining court partners to communicate vital case information during court proceedings and throughout the day.Operates courtroom audio and visual equipment to ensure proceedings are properly recorded and available for online streaming, when applicable. Records court proceedings in a note-taking manner to complete required minute entry once the hearing is over. Administers oaths, affirmations and reads contents of court documents to court participants during court proceedings.Records and secures exhibits presented before and during court proceedings physically and/or electronicallyEnters data points during protective order hearings into the electronic case management system. Process interfaces with statewide AZPOINT system which is critical in generating protective order forms and providing real time access to law enforcement. Jury ClerkAssists in the receipt, processing and qualification, sorting, and filing of 60,000 jury questionnaires on an annual basis.Processes, scans and performs data entry of juror questionnaire information into electronic case management system.Communicates in person, via email, or phone the various components regarding juror qualifications, reasons for excusal/deferments and general juror information.Calculates the number of jurors needed to summon for the Superior Court and Justice Courts. Prepares and mails juror summons for petit and grand juries.Assists with utilization of jury kiosks during juror check in.Assigns jurors to trials and generates all related paperwork.Provides qualified juror names for State Grand Jury and Magistrate Courts.Assumes responsibility for specified duties in the absence of a Jury Manager. Records Management ClerkProcesses new and existing case filings by mail, or electronically, for all case types in the Superior Court. Case types include Adoption, Civil, Criminal, Family Law, Guardianship/Conservatorship, Juvenile Delinquency, Juvenile Dependency, Juvenile Emancipation, Lower Court Appeals, Mental Health, Probate, Protective Orders and Severance cases. Enters data from all cases and/or filings into the electronic case management system. Data includes case initiation, party information and judge assignment.Dockets and scans court documents into the electronic case management system. Ensures case records are properly restricted for public viewing in accordance with court orders, statues and/or court rules. Enters hearing date information into the electronic case management system to generate court calendars.Expediently enters arrest and release information into the electronic case management system to include proper notification to local law enforcement. Performs final verification step to ensure records are processed in accordance to statutes and rules established by the Supreme Court.Performs audits to verify physical file and the digital record are accurate.Verifies, completes, and processes the final dispositions of each felony case to ensure the Nationwide’s criminal history reporting system is accurate.
SUPPLEMENTAL INFORMATION
Knowledge, Skills and Abilities: Knowledge of court procedures and services. Knowledge of clerical and automated court case management systems. Knowledge of modern office practices and procedures, and equipment. Skill in using data processing systems and other office equipment and machines. Knowledge of legal terminology and Business English. Knowledge of procedures, guidelines, and statutory requirements that govern duties of courtroom clerks. Ability to understand and apply local rules, administrative directives, court rules and Arizona Revised Statutes. Ability to communicate effectively orally and in writing and maintain confidentiality of court matters. Ability to establish and maintain effective working relationships with employees, other agencies, and the public. Ability to follow written and verbal instructions. Ability to communicate effectively verbally and in writing.PHYSICAL DEMANDS: Independent body mobility to stand, walk, bend, and sit for prolonged periods of time and/or drive a vehicle. Manual dexterity to reach, and grasp; manual dexterity to hand write or use computer keyboard; vision sufficient to see/read; hear and speak to communicate with customers in person and over the phone. The work is requires exerting up to 30 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 5 pounds of force constantly to move objects. May potentially be exposed to blood borne pathogens, sensitive materials and/or illicit subject matter such as photographs, narcotics or testimony. WORK ENVIRONMENT: Work is performed in a dynamic environment that requires the ability to be sensitive to change and responsive to changing goals, priorities, and needs.Notice to Applicants: We appreciate your interest in our employment opportunities. At Pinal County, we value professionalism and treating others with respect. If these values are not demonstrated throughout the application and interview process we reserve the right to remove your candidacy from consideration and may impact your future Pinal County applications.The hiring salary for this position is dependent upon experience, qualifications and position funding; starting salaries above the first quartile require additional approval.This position is Grant Funded and continued employment is contingent upon available funding.This is a registry intended to collect applications for current or future vacancies containing one or more positions.
Is It Time for a Change?Are you tired of being overworked and under-appreciated in your current role? Pinal County is paving the way with improved employee experiences, benefits, and a culture that values its people. It might be time for a change of scenery where you can make a difference and benefit from an employer who will invest in you! Where else can you find paid sabbaticals every five years and retirement plans with a lifetime guarantee? Check out all of our benefit offerings: Working at Pinal County is an investment in YOU. Apply today and find out why Pinal County is more than just a job. Before you apply, watch this video to learn helpful tips to completing an application at Pinal County: Application Tips Read more about the position and see if it is a good match for you: An Employer that Values Each Employee and Prioritizes a Work Experience that Provides Ample Time for Stress Reduction and Work Life Balance. Paid Vacation And Sick Leave15 Vacation Days Accrued Annually Starting Day OneAfter Three (3) Years of Service 18 Vacation Days Accrued AnnuallyAfter Five (5) Years of Service 20 Vacation Days Accrued AnnuallyTen Paid Holidays One Paid Floating Holiday to Use as You Wish13 Sick Leave Days Accrued Annually Starting Day OnePaid Sabbaticals Every Five (5) YearsTwo Week Sabbatical After Five Years of Continuous ServiceThree Week Sabbatical After Ten Years of Continuous ServiceFour Week Sabbatical After Fifteen Years of Continuous ServiceFour Week Sabbaticals Every Five Years After Fifteen Years of Continuous Service Comprehensive Wellness ProgramQuarterly Wellness Challenges Vision Exams and Optometry Events OnsiteVaccination ClinicsOnsite Mammogram and Prostate Screening EventsSkin Cancer Screening Events OnsiteBiometrics and Health Screening Events OnsiteFinancial Health and Retirement Planning Events Onsite & OnlineFitness Resources and Onsite Sessions Like Yoga and Tai ChiRetirement Plans with Generous Employer Contributions - Guaranteed Lifetime Benefit!Variety of Top Tier Affordable Medical Plans - Six Different Medical Plans to Choose FromSome Medical Plans with Zero Employee Premium CostDental and Vision Plans Tuition Reimbursement ProgramAlternative Work SchedulesTelehealth Qualified Employer for the Public Service Loan Forgiveness Program through the Dept of EducationEmployee Assistance Program with Ongoing Training & Development OptionsCivil Service Leave VanPool OptionsShort-Term Disability – Employer PaidBasic Life Insurance - Employer PaidFlexible Spending Accounts for Dependent Care and Medical ExpensesSuite of Voluntary Benefits including additional Life, Accident, Critical Illness & Cancer Insurance Plus, work with an amazing team of people who are committed to making Pinal County a great place for its citizens and its employees. JOB SUMMARYUnder general supervision, performs routine to advanced work in assisting customers, processing court documents and files, and performs clerical and record-keeping duties for the Clerk of the Superior Court’s Office. This is a journey level position that may train or provide direction to Deputy Clerk Trainees.
EXAMPLE OF DUTIES
Work in this classification requires an individual to be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary classification functions herein described. Since every duty associated with this classification may not be described herein, employees may be required to perform duties not specifically spelled out in this classification description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this description. TYPICAL CLASSIFICATION ESSENTIAL DUTIES: This position is assigned to various departments within the Clerk of the Superior Court’s Office. Duties specific to each assignment are listed under the “Position Specific Duties” section. Answers incoming phone calls and emails from public, attorneys, and court staff.Responds to questions from court personnel, attorneys, judges, and the public in person, electronically, or in the courtroom.Assists customers, attorneys, county, and government agencies with court filings in person, electronically, or in the courtroom.Processes new and existing case filings for area of assignment in the Clerk of the Superior Court’s Office. Maintains working knowledge and meets requirements for accepting and processing case type filings for area of assignment.Maintains accurate and complete digital and physical files.Maintains, and distributes court judicial calendars.Collects data to maintain multiple logs and monthly/quarterly reports for the department.Retrieves documents from the electronic case management system and microfilm.Receives, processes, certifies and/or issues court documents including protective orders, jail releases, warrants, conditions of release, confinement orders and confidential orders, as required.Accepts, marks, and maintains exhibits according to established procedures.Prepares, processes, and certifies copies of court documents and files.Enters and maintains data in automated case management system.Assists with the maintenance of procedure manuals.Promotes and adheres to Rules of Civil and Criminal Procedure, Arizona Rules of Family Law Procedure, and Local Rules for Pinal County.Recognizes and is familiar with the duties performed in the various departments within Clerk of Court.Maintains knowledge of codes and routing of filed documents within area of assignment.Answers questions from Deputy Clerk Trainees and provide information and tools and positive customer interaction.May lead and train Deputy Clerk Trainees. Adheres to teamwork to help enrich lives beyond expectation.Maintains absolute confidentiality of work-related issues, customer records and restricted County/Court information.Performs other related duties as required consistent with assignment. All assignments are at the discretion of the Clerk of the Superior Court. POSITION SPECIFIC DUTIES: Courtroom ClerkAttends all Superior Court sessions ensuring there is a memorialization of the court proceeding. Proceedings include Adoption, Civil, Criminal, Family Law, Guardianship/Conservatorship, Juvenile Delinquency, Juvenile Dependency, Juvenile Emancipation, Lower Court Appeals, Mental Health, Minor Abortions, Probate, Protective Orders and Severance hearings. Attends hearings where materials (testimony, photographs, and/or videos) involving a sensitive subject matter may be discussed or displayed. Maintains knowledge of Judge assignments, hearing dates and court calendar times for reference during hearings.Works collectively with judicial staff and adjoining court partners to communicate vital case information during court proceedings and throughout the day.Operates courtroom audio and visual equipment to ensure proceedings are properly recorded and available for online streaming, when applicable. Records court proceedings in a note-taking manner to complete required minute entry once the hearing is over. Administers oaths, affirmations and reads contents of court documents to court participants during court proceedings.Records and secures exhibits presented before and during court proceedings physically and/or electronicallyEnters data points during protective order hearings into the electronic case management system. Process interfaces with statewide AZPOINT system which is critical in generating protective order forms and providing real time access to law enforcement. Jury ClerkAssists in the receipt, processing and qualification, sorting, and filing of 60,000 jury questionnaires on an annual basis.Processes, scans and performs data entry of juror questionnaire information into electronic case management system.Communicates in person, via email, or phone the various components regarding juror qualifications, reasons for excusal/deferments and general juror information.Calculates the number of jurors needed to summon for the Superior Court and Justice Courts. Prepares and mails juror summons for petit and grand juries.Assists with utilization of jury kiosks during juror check in.Assigns jurors to trials and generates all related paperwork.Provides qualified juror names for State Grand Jury and Magistrate Courts.Assumes responsibility for specified duties in the absence of a Jury Manager. Records Management ClerkProcesses new and existing case filings by mail, or electronically, for all case types in the Superior Court. Case types include Adoption, Civil, Criminal, Family Law, Guardianship/Conservatorship, Juvenile Delinquency, Juvenile Dependency, Juvenile Emancipation, Lower Court Appeals, Mental Health, Probate, Protective Orders and Severance cases. Enters data from all cases and/or filings into the electronic case management system. Data includes case initiation, party information and judge assignment.Dockets and scans court documents into the electronic case management system. Ensures case records are properly restricted for public viewing in accordance with court orders, statues and/or court rules. Enters hearing date information into the electronic case management system to generate court calendars.Expediently enters arrest and release information into the electronic case management system to include proper notification to local law enforcement. Performs final verification step to ensure records are processed in accordance to statutes and rules established by the Supreme Court.Performs audits to verify physical file and the digital record are accurate.Verifies, completes, and processes the final dispositions of each felony case to ensure the Nationwide’s criminal history reporting system is accurate.
SUPPLEMENTAL INFORMATION
Knowledge, Skills and Abilities: Knowledge of court procedures and services. Knowledge of clerical and automated court case management systems. Knowledge of modern office practices and procedures, and equipment. Skill in using data processing systems and other office equipment and machines. Knowledge of legal terminology and Business English. Knowledge of procedures, guidelines, and statutory requirements that govern duties of courtroom clerks. Ability to understand and apply local rules, administrative directives, court rules and Arizona Revised Statutes. Ability to communicate effectively orally and in writing and maintain confidentiality of court matters. Ability to establish and maintain effective working relationships with employees, other agencies, and the public. Ability to follow written and verbal instructions. Ability to communicate effectively verbally and in writing.PHYSICAL DEMANDS: Independent body mobility to stand, walk, bend, and sit for prolonged periods of time and/or drive a vehicle. Manual dexterity to reach, and grasp; manual dexterity to hand write or use computer keyboard; vision sufficient to see/read; hear and speak to communicate with customers in person and over the phone. The work is requires exerting up to 30 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 5 pounds of force constantly to move objects. May potentially be exposed to blood borne pathogens, sensitive materials and/or illicit subject matter such as photographs, narcotics or testimony. WORK ENVIRONMENT: Work is performed in a dynamic environment that requires the ability to be sensitive to change and responsive to changing goals, priorities, and needs.Notice to Applicants: We appreciate your interest in our employment opportunities. At Pinal County, we value professionalism and treating others with respect. If these values are not demonstrated throughout the application and interview process we reserve the right to remove your candidacy from consideration and may impact your future Pinal County applications.The hiring salary for this position is dependent upon experience, qualifications and position funding; starting salaries above the first quartile require additional approval.This position is Grant Funded and continued employment is contingent upon available funding.This is a registry intended to collect applications for current or future vacancies containing one or more positions.
