Deputy Clerk of Court - Grade 4
City and County of Butte-Silver Bow, MT - Butte, MT

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General Statement of Duties
Performs a wide variety of clerical, administrative and legal support duties in the Office of the Clerk of the District Court; does related work as required.

Distinguishing Features of the Class
This is highly responsible clerical, administrative and legal support work in the Office of the Clerk of the District Court, including receiving, processing and filing of instruments and records, preparing court minutes and records, performing courtroom duties, receiving and accounting for monies and answering questions from attorneys and the general public. The work is performed in accordance with established procedures and systems and under the direction and supervision of the Chief Deputy District Court Clerk and the District Court Clerk but some leeway is granted for the exercise of independent judgment. The nature of the work performed requires that an employee in this class establish and maintain close cooperative working relationships with the Chief Deputy District Court Clerk, District Court Clerk, District Court Judges, other employees in the District Court, other County employees and the general public. Because employees in this class are located in an environment associated with law enforcement, detention facilities, court services, social services, frequent public contact and/or high volume production, the work may be performed under considerable stress.

This position requires membership in the Federation of Public Employees Local #4372

Examples of Essential Work (Illustrative Only)
  • Receives, processes, organizes and files instruments, enters defaults and judgments, processes civil case judgments, maintains judgment docket, pulls and files cases, enters divorce and statutory liens and answers procedural and other questions for attorneys and the general public;
  • Accepts Notices of Appeals;
  • Prepares files for shipment to the Supreme Court in a timely manner;
  • Sends transcripts of trials to the Attorney General in criminal cases;
  • Prepares and issues subpoenas and executions;
  • Accepts warrants, certificate tax liens, abstracts of administrative orders, transcripts of judgment and foreign judgments and prepares them for the judgment books;
  • Reads and types all judgments into judgment books;
  • Certifies documents, searches for information, makes copies of documents, microfilms documents and correspondence, answers routine correspondence and opens and processes mail;
  • Takes information under oath for marriage licenses, types license applications, checks necessary documents, provides marriage license information to applicants and other interested persons, completes necessary state forms and maintains related records and files;
  • Records divorces and maintains related records and files;
  • Provides assistance to the District Judge in selecting a jury for each jury term, preparing jury list, addressing jury summons, contacting bailiffs and performs a variety of other duties pertaining to the notification and payment of jurors;
  • Serves as courtroom clerk, preparing Judge’s calendar for trial, preparing files for court, keeping minutes of court proceedings, documenting and keeping track of exhibits during court sessions, swearing witnesses, communicating briefing schedules ordered by the District Court Judge and performing other courtroom duties as requested;
  • Ensures that all documents are submitted in proper legal form and filed in accordance with established policies and procedures;
  • Takes in bail bonds for both criminal and juvenile defendants and checks to ensure that amount of bail is in accordance with the Judge’s order and prepares and signs a release to release defendants from incarceration;
  • Receives restitution payments, child support payments, fees, fines and other revenues and ensures that proper funds are credited;
  • Analyzes and implements probate activities filed in District Court, including making determinations and authorizations in accordance with state laws and regulations;
  • Releases trial exhibits in a timely manner;
  • Performs criminal searches of records for various parties for employment or security reasons;
  • Provides assistance to the District Judge, law clerks, attorneys and the general public in researching old records and cases;
  • Receives appeals from the Justice Court and City Court, informs the District Court Judge and places in appropriate file;
  • Maintains court trust and agency accounts;
  • Attends meetings, conferences and workshops as requested and authorized;
  • Performs related work as required.
Required Knowledge, Skills and Abilities
  • Thorough knowledge of modern office terminology, procedures and equipment;
  • Thorough knowledge of the functions, procedures, policies and organization of the District Court;
  • Thorough knowledge of legal terms and phraseology, legal forms and documents and Montana Codes;
  • Thorough knowledge of business arithmetic, statistics and English composition and spelling;
  • Good knowledge of office filing systems and procedures;
  • Some knowledge of bookkeeping principles and practices;
  • Skill in the original composition, editing, proofreading and final preparation of written materials;
  • Skill in the assembly of both narrative and numerical information and data and production of narrative and statistical reports;
  • Ability to lead plaintiffs and defendants through the District Court process without attempting to provide legal advice;
  • Ability to type and make entries at a reasonable rate of speed;
  • Ability to establish and maintain complex clerical records and files and to prepare written reports from such information;
  • Ability to communicate well with others, both orally and in writing;
  • Ability to organize and coordinate a wide variety of materials, human schedules and supportive actions;
  • Ability to handle a wide variety and high volume of complex clerical, secretarial and administrative support tasks concurrently while under the pressure of fixed time deadlines;
  • Ability to perform work with speed, accuracy and attention to detail;
  • Ability to operate or a personal computer using standard word processing, spreadsheet and database applications appropriate to assigned duties;
  • Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions;
  • Ability to quickly learn and put to use new skills and knowledge brought about by rapidly changing information and/or technology;
  • Ingenuity and inventiveness in the performance of assigned tasks.
Acceptable Experience and Training
  • Graduation from high school, preferably supplemented by additional training in paralegal duties; and
  • Considerable experience in the use and operation of a personal computer including related Office software and e-mail applications; and
  • Considerable experience in the preparation, distribution and maintenance of legal records and related support documents, including administrative follow-up actions and the use of computers and related word processing and spreadsheet applications; or
  • Any equivalent combination of experience and training which provides the knowledge, skills and abilities required to perform the work.
Required Special Qualifications
  • Must be a resident of Butte-Silver Bow during employment according to Butte-Silver Bow Ordinance. See below.
“2.08.010 Residence during employment.
From and after October 1, 1979, all employees of the local government of Butte-Silver Bow shall be bona fide residents within the boundaries of Butte-Silver Bow during the period of their employment by the government of Butte-Silver Bow.
(Ord. 85 § 1, 1979)

Additional Information:
Essential Physical Abilities
  • Clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to communicate well with District Court Judges, supervisory personnel, other County employees and the general public both in person and over the telephone;
  • Sufficient vision, with or without reasonable accommodation, which permits the employee to produce and review a wide variety of written materials and to make and retrieve data and information entries;
  • Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a computer keyboard and to make handwritten notations and to move files as needed;
  • Sufficient personal mobility, with or without reasonable accommodation, which permits the employee to serve the general public at the counter in the District Court office and to access files in the office.
The job description is only a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities. Tasks and duties of the employee may differ from those outlined above.