Court Operations Clerk II
City of Montgomery, AL - Montgomery, AL

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The fundamental reason this classification exists is to perform skilled court clerical work in the daily operation of the administration of the Municipal Court and County Juvenile Court. Employees in this class are involved in providing technical information regarding their areas of responsibility, to the public parties in cases, attorneys and judges. The essential functions are: receives, reviews, and prepares required legal documents and records for court sessions/hearings; updates and maintains court documents and records; assists judge with courtroom duties; prepares documentation resulting from hearings and monitors the outcome; and processes warrants on failure to pay or on delinquent misdemeanor cases and traffic tickets. The work is distinguished from the Court Operations Clerk I in that the Court Operations Clerk II is assigned tasks that require a higher degree of responsibility and confidentiality and is given latitude for independent work decisions that are made based on experience and knowledge of departmental operation as well as established laws, rules, guidelines and procedures. Work is performed under the supervision of the Court Operations Supervisor and the Municipal Court Administrator (City) or the Court Specialist Supervisor II and the Juvenile Court Administrator (County).

Essential Functions

The following list was developed through a job analysis; however, it is not exhaustive and other duties may be required and assigned. A person with a disability which is covered by the ADA must be able to perform the essential functions of the job unaided or with the assistance of a reasonable accommodation. The list of essential functions is to be used as a starting point to determine essential functions for a specific position at a specific location at a specific time. The ADA was intended to be applied on a case-by-case basis with the understanding that one position may differ from another similar position. The performance of "non-essential functions" is not optional for employees not covered under the ADA.

ESSENTIAL FUNCTION: Receives, reviews and prepares required legal documents and records for juvenile/municipal court sessions/hearings using computer, case management software, calendar, docket, and case files following courtroom procedures, Code of Alabama and established rules and regulations in order to provide support to the Judge prior to and during court sessions.

Prepares docket and provides copies (either electronic or print version) to Judge, Court Reporter, Probation Officer, District Attorney, Attorneys and others on court date.
Reviews case files and determines which Attorney to appoint to the case.
Prepares and maintains appropriate calendar documenting court hearings' schedule.
Contacts individuals such as witnesses, Attorney, involved party, social workers, and Department of Human Resources (DHR) to obtain information for court regarding the case.
Monitors deadlines to ensure that parties comply with court orders.
Coordinates the appointment of a Guardian Ad Litem (GAL) to represent to the court what would be in the best interest of the minor child. (County)
Ensures the appointed GAL is certified prior to assigning to a case. (County)
Forwards paperwork, of the case, to assigned GAL to ensure that the GAL is informed of the facts of the case. (County)
Reviews file to determine how soon to set court date or the need for a home evaluation. (County)
Prepares home evaluation order; obtains signature from Judge and sends to DHR. (County)
Issues summons to witnesses and other parties.
Ensures all petitions/motions are placed in files.
Prepares arrest warrants and notifies appropriate law enforcement official if witness appears to court late or needs to be held in custody until new court date.
Schedules and/or attends various hearings with all counsel and Judge as needed.
Assists co-workers with the more complex and technical problems and questions.

ESSENTIAL FUNCTION: Updates and maintains court documents and records using Court's computer system, case management software, jail transcripts, affidavit, and traffic tickets following department procedures and Federal, State, and Municipal laws and ordinances in order to keep current records of all fines, jail time and charges of cases under the jurisdiction of Juvenile/Municipal Court.

Enters data into a computer to generate warrants for failure to pay fines or failure to appear in court.
Enters docket number and updates disposition and adjudication for court cases using computer terminal in order to show status of court records, to include, fines, sentences and jail time.
Enters data to generate driver's license suspension for failure to pay fines by due date and sends notices to Department of Public Safety.
Records disposition of court cases as determined during court sessions into computer records.
Enters traffic tickets into a computer in order to keep current records of tickets written by police officers.
Answers telephone inquiries about court dates, traffic ticket payments, trial dates, warrant notices, parking tickets and verifies warrants for police and sheriff departments by entering names of defendants in the computer.
Researches paid fines and provide certified or unofficial copies of paid fines to public, attorneys or other courts upon request.
Performs close-out responsibilities, to include but not limited to, processing transcripts to be sent to appropriate entities/individuals, enter credit for time served on days and fines, enter dispositions, and additional tasks.

ESSENTIAL FUNCTION: Assists judge with courtroom duties, using court dockets, computer, case management software, case files, following Code of Alabama procedures, City and State laws and ordinances in order to provide administrative support to the Judge prior to and during the court sessions and facilitate adjudication of court cases to include providing guidance on procedures regarding City and State laws.

Sets trial dates and collects money for fines and court cost from the defendants during court session.
Completes court transcript form for individuals based on judge's decision to either release or remain in jail.
Prepares Youthful Offenders case file folders to include, concealing name and replacing with an assigned number as identification.
Prepares Driving Under Influence (DUI) case files to include, completing defendants fingerprint card with adjudication and forwarding to State of Alabama Department of Public Safety.
Records jail transcripts to include the judges' decision and enters on court calendar.
Records case adjudication on the daily court calendar for each case.
Assembles all cases to be heard by the court prior to Judge taking the bench.
Assists Judge and answers any questions from Judge relative to forms/documents in case file.
Schedules future calendar court dates for cases, taking into consideration various judges schedules. (County)
Prepares and issues summons, in court, to all parties to inform of next court date as requested by the Judge.
Reviews files to ensure all orders, per the Judge, are in the files.

ESSENTIAL FUNCTION: Prepares documentation resulting from hearings and monitors the outcome using case files, case management software, computer, and legal documents following the Code of Alabama in order to ensure that the Judge's orders are prepared and followed.

Enters data ordered by the Judge in the computer and prepares any orders issued by the Judge.
Meets with the Judge to verify the court orders and has him/her sign the prepared orders.
Tabulates the amount of ordered restitutions and enters all ordered restitution amounts into the computer and scans all documents into the system.
Provides all agencies, Probation Officers, and Attorneys with copies of the court orders and ensures that the orders are followed through.
Obtains information regarding the restitution recipient and enters data into the computer.
Prepares summons for future court dates and issues to appropriate parties.
Prepares warrants for Judge's signature and sends to appropriate law enforcement agency for execution for persons (juvenile and/or parent) who fail to appear for court.
Monitors outstanding warrants issued for failure to pay or failure to appear to court.
Makes recommendations to the Judge regarding issuing arrest warrants for failure to appear in court.

ESSENTIAL FUNCTION: Processes warrants on failure to pay or on delinquent misdemeanor cases and traffic tickets following departmental procedures in order to notify defendant and to expedite cases.

Purges files monthly on past due misdemeanor and traffic ticket accounts.
Enters ticket or docket numbers into computer terminal to retrieve individual's record and enters data into form field in order to generate warrant or arrest order.
Prepares (Alias Warrant) failure to appear document, obtains judge's or magistrate's signature, manually codes green copy with delinquent cost and status, files in case files and mails copy to citizen.
Prepares (Capias) failure to pay document, obtains judge or magistrate's signature, codes with status of fail to pay, files in case file and mails copy to citizen.
Generates labels for case file folders, and envelopes to mail copy to citizens.

Knowledge, Skills and Abilities

Knowledge of Juvenile Court and Municipal Court proceedings or procedures.

Knowledge of legal terminology used on legal documents, to include capias warrants, alias warrants, docket sheets, court calendar, affidavits, and subpoenas as needed to prepare and process case files, schedule court dates, process legal documents, provide information and maintain court records.

Knowledge of departmental procedures to include setting trial dates, organizing and maintaining case files, filing and retrieval procedures as needed to prepare case files and court dockets.

Knowledge of State and Municipal laws and ordinances, to include knowing jurisdiction of Juvenile/Municipal Court as needed to assist citizens with appropriate information regarding various courts and their jurisdiction.

Knowledge of traffic citations and laws, to include traffic codes and rates as needed to determine whether traffic offense is a court appearance violation.

Knowledge of case/court management computer software as needed to function effectively and efficiently in case proceedings.
Skill in typing and data entry (37 WPM with 90-95% accuracy) using a computer terminal or typewriter as needed to enter and retrieve court record, generate reports and process warrants.

Ability to interact with others (co-workers, DHR, Judges, Attorneys, other department employees, other courts, and the public) to include courtesy, tact and diplomacy as needed to provide/gather information and establish effective working relationships with individuals from varying backgrounds.

Ability to operate office equipment such as copier, fax, printer, to include troubleshooting problems such as paper jams, loading material into equipment such as paper and toner, and to notify supervisor for any major repairs or service needed.

Ability to operate a computer terminal to include, keyboard layout, how to bring up computer, how to clear and move between screens, passwords, menus, and function keys as needed to troubleshoot problems, enter information and access and retrieve information.

Ability to utilize case/court management computer software to include use of navigation, documentation, and closure functions as needed to properly handle cases through their life cycles.

Ability to file chronologically, alphabetically, and numerically as needed to organize and retrieve various case files and documentation for future reference.

Ability to continue working on a task for long periods of time without getting discouraged to include updating dispositions and adjudication of cases, traffic tickets and processing of warrants as needed to update and maintain accurate court documents and records.

Ability to maintain confidentiality of court records, court proceedings, criminal histories and driving records.

Ability to carry out clerical detail with accuracy and speed and with independence of action.

Ability to attend court with observance of proper decorum and with necessary attention to all pertinent detail.

Ability to organize and prioritize case files and documents and maintain complex, accurate court records and prepare a variety of legal documents.

Ability to establish rapport with Judges, District Attorney, Attorneys, Probation Officers, Department of Human Resources personnel, other agencies, employees and the public.

Ability to record court orders in exact detail into the computer and ensure the accurate preparation of final court order documents.

Ability to review all files and be familiar with all prior to court as needed to respond to questions/forms from Judge relative to cases.

Ability to work independently with little supervision to include motivating self, managing time, and prioritizing as needed to determine which tasks require intervention by others and those that can be handled independently, ensuring work duties are completed in a timely and accurate manner.

Ability to perform basic arithmetic to include addition, subtraction, multiplication and division of whole numbers and decimals as needed to balance cash drawer, make change rapidly and accurately, and calculate fees and other costs.

Ability to read and comprehend complex written text such as laws, various legal documents, and fee schedules as needed to ensure compliance with laws and procedures, provide information to others, identify fees for different situations and ensure correct fee is charged.

Ability to communicate in writing to include correct grammar, spelling, punctuation, paragraph structure/organization, logical ordering of ideas and information as needed to communicate with general public and law enforcement agencies.

Ability to communicate verbally to include clarity, accuracy and conciseness as needed to break down legal terminology and provide information to callers and the public, exchange information with co-workers and other departments and route calls to appropriate personnel.

Ability to handle multiple tasks simultaneously to include being able to be interrupted and return to the task immediately and prioritizing as needed to provide information to callers and co-workers, decide order to complete tasks, and juggle job responsibilities to ensure that all tasks are completed.

Ability to serve as a lead worker by making assignments and overseeing work in progress in the office.

Minimum Qualifications

High school diploma or GED equivalent. Two years' court clerical experience or related legal work, to include updating and maintaining court documents and operating a personal computer; or an equivalent combination of education and experience.

Special Requirements

Must be willing to work shift work, holidays or weekends as required or as needed, and must be willing to work an eight hour shift without lengthy meal breaks.