What are the responsibilities and job description for the District Court Specialist position at Sarpy County, NE?
JOB OVERVIEW
Under the general supervision of the Clerk of the District Court or designee, performs a variety of advanced administrative, technical, and professional duties requiring considerable responsibility and independent judgment, ensuring departmental objectives are met.
ESSENTIAL FUNCTIONS, DUTIES AND RESPONSIBILITIES
Assist public and attorneys by mail, phone, email, and/or at the counter; receive filings, review, examine and determine acceptability of documents per requirements; assist customers with various payments in an accurate manner and notify appropriate department(s).
Collaborate with internal workgroups to facilitate efficient workflow and counter coverages.
Receive and review cases for Juvenile and District Court.
Process a variety of documents according to established policies and procedures (e.g. e-•filings, I RS 1099).
Issue and maintain records of various agencies and ensure proper agency or requester receives them in a timely manner.
Enter judgment data from transcript of judgments cases into the case management system. Accept, review, examine, code, and process cases, both electronic and document court filings, and notify applicable parties if items need corrections.
Code, prepare for scanning, and enter new cases and pleadings into the case management system.
- Monitor E-filing system, determine accuracy, accept, decline or process per department policies.
Issue civil, criminal, and -juvenile writs as requested by self-represented litigants, attorneys and judges
Process authenticated/certified copies of Decrees and other Court Orders from the public and Child Support Enforcement Office as requested/directed.
Review, maintain, and schedule calendars for judges' availability.
Receive and prepare dockets and files for court· use.
Maintain a current knowledge of applicable regulations, laws and departmental processes and procedures.
Comply with all state and federal laws pertaining to the confidentiality of information.
Report to assigned worksite with regular, predictable and consistent attendance.
Accounting Duties
Compile and record data and details of financial transactions in appropriate ledgers or other data entry devices utilizing standard bookkeeping principles and departmental operating procedures as a guide.
Furnish case financial information to-the court, attorneys, litigants and the public relative to the case.
Process search warrants, create new cases, enter documents into JUSTICE and seal case as directed by County Attorney.
Review, process, distribute and maintain Public Record Requests, Interstate Compact Act and unclaimed property per departmental and state regulatory requirements.
Verify balance of-defendant court costs, determine time allowed, prepare forms and submit to appropriate departments.
Calculate and accept payments for bonds; alimony, fines, probation fees, court costs and restitution. Process child support judgments, create necessary documentation, prepare receipts/waivers for direct payments received and interact with state agencies regarding specifics of cases ..
Assist with child support direct deposits and print batched checks? as directed.
Case Analyst Duties
Verify and process dockets, orders and decrees from judges and referees according to policy and procedure.
Extracts alphabetic,· numeric, or symbolic date from original documents and enters data into a computer following a specified format.
Compares data entered into computer with data listed on the original document to verify that data is correct.
Prepare and process correspondence from inmates and distribute to attorney/judge as needed.
Prepare files for archival and work with records management to retrieve any files from storage
Perform annual year-end closure of documents, preparation of statistics, etc.
Peripheral Duties
Assist in empaneling juries for District Court.
Serve as a member of various committees as assigned.
Perform other duties as directed and assigned.
Complete all required training in a timely and appropriate manner.
MINIMUM QUALIFICATIONS
Associate's Degree from an accredited college or university in paralegal studies, criminal
justice, or business/ public administration required.* Bachelor Degree preferred.
Three (3) years of bona fide work experience as a paralegal or legal assistant or in an, administrative support position in the Criminal Justice field required*.
Two (2) years demonstrable work experience in a bookkeeping or accounting position required*.
Minimum one (1) year face-to-face customer service position with the general public required. Must be able to type 40 net words per minute (nwpm).
- Approved education or work experience beyond that required which provides equivalent knowledge, skills, and abilities may be considered and substituted for the stated education or experience.
Applicable county policies, laws, and regulations affecting department activities
Electronic records management and electronic data processing
Modern office practices ·and procedures
Accounting principles and practices
The judicial system and common legal terminology
Basic bookkeeping and accounting principles and practices
- Skilled in:
Planning and organization
Providing exemplary customer service
Effectively communicating with individuals of diverse backgrounds
Accurately-performing cashier duties
Entering and maintaining data efficiently and accurately
Use of proper grammar, spelling, and punctuation
Ability to
Maintain confidentiality and security of information
Interpret local court rules
Communicate effectively, confidently and professionally, in English, both verbally and in writing, with clients, County employees, elected officials, attorneys, law enforcement, judges, other agencies and the public.
Organize and prioritize work and carry out assigned projects to completion within deadlines
Identify and/or adapt to improved processes aimed at reducing waste and increasing performance.
Perform duties with efficiency, thoroughness, accuracy, and attention to detail while managing frequent interruptions
Understand and comply with office policies and procedures
Create and maintain spreadsheets and other methods of processing and preserving data
Make accurate arithmetic computations
Perform cashier duties accurately
Navigate stressful situations while maintaining composure
Understand and follow verbal and written instructions
Operate standard tools and-equipment including, but not limited to, multiline phone, computer, printer, 10-key calculator, scanner, copier, fax, and other tools and equipment needed to perform duties
PHYSICAL DEMANDS AND WORKING CONDITIONS
The physical demands and work environment described here are representative of those that must be met by an employee to. successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential tasks.
While performing the duties of this job, the employee is frequently required to. sit/remain stationary, talk, and hear (i.e. communicate I exchange information), and operate/manipulate equipment (e.g. use hands to finger, handle, or feel objects, tools, or controls).
The employee is occasionally required to walk/move about, stand (i.e. remain upright), stoop, bend, climb, kneel (i.e. position self), and reach.
The employee must occasionally lift and/or move up to 40 pounds.
Required sensory abilities include vision and hearing. Visual abilities, correctable to normal ranges, include close and color vision as well as the ability to adjust focus. Communication abilities include the ability to talk (i.e. verbal exchange I exchange information) and hear (i.e. exchange information accurately) within normal ranges. Incumbent must be able to exert sustained concentration for several hours at a time.
Work is generally performed indoors in an office setting.
Work may be fast-paced when
dealing with multiple clients, priorities, and time constraints.
The noise level is typically moderate.
Due to business needs, hours of work may include early mornings, evenings, weekends, call-ins, and holidays. .
