Civil/Magistrate Deputy Clerk

The purpose of this classification is to provide administrative and clerical support to the Civil and Magistrate Courts.

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Performs customer service functions by telephone, by mail, and in person: provides information and assistance regarding court activities, services, procedures, documentation, fees, case status/disposition, or other issues; reviews and accepts legal documents in accordance with court procedures and prescribed time frames; distributes forms and documentation; responds to routine questions or complaints; researches problems/complaints; and initiates problem resolution.
• Performs administrative and clerical support tasks: reviews incoming and outgoing documents for completeness and accuracy of information; and processes documents for filing as required in accordance with court rules; receives orders for files and records research and retrieval; pulls and delivers requested files and records; and maintains integrity of unit record indexes and filing systems in both alpha and numeric formats.
• Assembles, processes, and or receives case files: conducts research into missing information; creates contact lists; records courtroom/trial dates; assigns cases to appropriate judges; documents assignments in shared spreadsheet; distributes file copies; and stamps/dockets new paperwork.
• Performs data entry in specialized program applications: scans, indexes and records court case information and/or legal documents; audits and reviews data for accuracy; and maintains accurate records and filing systems.
• Processes various forms that may be confidential or of a sensitive nature: processes criminal case files, civil case files, adoption case files,  property records, applications, or other legal records; responds to court orders, deeds, citations, and other relevant documents regarding the court system; files court records in accordance with court procedures; processes disposed cases for archiving; and provides assistance in assigned records room.
• Receives records and prepares receipts for payments of fines, fees, tickets, or other unit specific payments: performs daily counting of cash drawer; and balances all monies transacted.
• Perform other duties of a similar nature or level.

Qualifications

Education: High school diploma or GED is required

Experience: One (1) year of customer service or administrative experience.  Experience in a public administration or legal setting is preferred

 

PERFORMANCE APTITUDES:

• Data Utilization:  Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
• Human Interaction:   Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
• Equipment:  Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Verbal:  Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Math:  Requires the ability to perform addition, subtraction, multiplication, and division. May include counting, recording of counts, and basic measuring.
• Functional Reasoning:   Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
• Situational Reasoning:  Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
• Physical Abilities:   Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.
• Sensory Requirements:   Some tasks require the ability to communicate orally.
• Environmental Factors:   Essential functions are regularly performed without exposure to adverse environmental conditions.

This position requires staff call up in an emergency situation.