Under close supervision, performs a variety of legal clerical duties in response to actions of the courts. Uses some independent judgment interpreting and applying procedures and precedents to specific misdemeanor cases. Reviews legal documents, indexes documents by applying appropriate category codes and scans documents into electronic imaging systems. Prepares and issues a variety of legal documents. Assesses fees and performs cashier duties. Assists the public and acts as a liaison between the department, courts, other agencies and the public.
Distinguishing Characteristics:
This is the first in a series of four court clerical-related job classifications within the Administrative Support job family. Incumbents perform duties of routine complexity. This classification is distinguished from Court Clerk I in that it is entry-level, meaning that incumbents do not review the work of other clerical staff and work requires less independent judgment. Incumbents perform a greater amount of routine clerical work than others within the court clerical series.
Duties and Responsibilities:
Assists and answers questions from the public received in person, by phone or by email regarding the status, disposition, pending actions or other aspects of court cases. Directs customers to the appropriate court clerk. Processes incoming faxes and faxes document confirmation returns. Sorts and distributes incoming mail and legal documents. Notifies customers of improperly submitted mail via phone or mail. May assist in locating missing, lost or misapplied child support payments. Performs filing duties. Makes copies when appropriate.
Assesses statutorily allowed fees as determined by the specific action requested. Receives and cashiers funds collected from these assessments, including credit card payments. Maintains and balances individual cash drawers. Processes daily deposits by calculating, posting, verifying and reconciling daily business transactions.
Prepares and issues legal documents, such as capiases, warrants, subpoenas, commitments, summons and release/recall calls, as required by statute, rule, or order of the court. Reviews, interprets, analyzes and evaluates all signed legal documents submitted in an assigned cause of action and takes appropriate action. Reviews submitted bonds for determination if a future court setting is required. Does extensive research and reviews all income withholding orders, writ of withholding orders and all required documents needed to determine if an income withholding order should be issues and a fee assessed.
Prepares and organizes documents for scanning. Determines whether legal documents are to be scanned and submitted to other court staff and agencies. Indexes each document by entering the appropriate category codes and descriptions so that documents can be retrieved quickly using a variety of data elements. Uses scanning software to input case information, capture images, and perform quality assurance. Scans incoming legal documents. Performs quality verification procedures on scanned documents prepared by co-workers. Assesses scanned electronic images for legibility, blank documents and missing records. Ensures descriptors have been properly indexed.
Serves as a liaison between department, judges, court staff, state agencies, County attorney's office, attorneys, pro se litigants, law enforcement agencies, child support agencies, employers, parents and the general public. Works with accounting personnel to deliver daily deposit forms and resolve any outstanding issues. Maintains statistical data, records, and prepares and submits reports. Compiles and updates court dockets in daily binders.
Performs other job-related duties as assigned.
Minimum Requirements: Education and Experience:
Associate's degree in Criminal Justice, Public Administration, Business Administration or a directly related field AND one (1) year of clerical work experience;
OR,
Any combination of education and experience that has been achieved and is equivalent to the stated education and experience and required knowledge, skills, and abilities sufficient to successfully perform the duties and responsibilities of this job.
Licenses, Registrations, Certifications, or Special Requirements:
None required.
Preferred:
Customer service experience.
Knowledge, Skills, and Abilities: Knowledge of:
Criminal justice system policies and procedures.
Legal terminology, principles, procedures, documents and forms.
Office procedures and protocol.
Scanning equipment and document control.
Business letter writing, grammar and punctuation, and report preparation. Skill in:
Problem-solving and decision-making.
Analyzing legal documents.
Operating a variety of modern office equipment, including a computer.
Both verbal and written communication. Ability to:
Understand and follow through on verbal and written instructions.
Make decisions with minimum guidance on actions related to statutes, policies and procedures.
Handle a high volume of detail oriented work.
Establish and maintain effective working relationships with County employees and officials, judges, attorneys, representatives of outside agencies, and the general public.
Work Environment & Other Information:
Physical requirements include the ability to lift/carry up to 20-50 pounds occasionally, visual acuity, speech and hearing, hand and eye coordination and manual dexterity necessary to operate a computer and office equipment. Subject to sitting, client/customer contact, standing, walking, vision to monitor, repetitive motion, stooping/kneeling, squatting, bending, and reaching to perform the essential functions. Transporting file folders to and from courtroom.
This job description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and overtime eligibility may vary based on the specific tasks assigned to the position.
