Assoc Deputy Clerk Municipal Court

Job Summary: The Associate Deputy Clerk handles the review, filing, and processing of court documents and maintains and prepares clear, concise and accurate records and reports. Coordinates the intake, filing, and processing of case files; assembles all cases to be heard by the court and processes and completes case files. Attends court, maintains records of actions taken and manages the courtroom. Receives payments and maintains accurate financial records. Analyzes documents presented for filing, communicates with judges, attorneys, pro se defendants, the city and state agencies. The incumbents rotate among a variety of court assignments depending on need. Scope of Responsibility: Duties are performed under direction of the Clerk of Court with supervision by the Deputy Clerk of Court. Responsible for the accuracy and quality of own work. A high degree of accuracy, customer service and confidentiality are required. Handles daily receipts ranging from $2,000 to $20,000. Essential Duties and Responsibilities: Provides effective customer service to the public, judicial officers, attorneys and staff by telephone, in person and in writing. Responds to inquiries and provides information regarding court proceedings to attorneys, court and law enforcement officials, city and county staff and the public. Researches inquiries in automated and hard-copy files for case status information; determines status of certain pending motions and may extend fine payments, reschedule hearings and programs or refer matters to judge. Prepares letters and legal documents for certification. Registers individuals for court. Enters records of all calls and communications in automated case management system. Coordinates the intake, filing, and processing of case files within legal guidelines for timelines and deadlines. Opens, stamps and distributes incoming mail; files legal documents and case-related correspondence; prepares outgoing mail and delivers to City Hall; makes photocopies. Reviews a variety of court documents including complaints, citations, summonses, judgments, motions, orders and other related filings of a highly technical and complex nature for format and content. Locates and obtains information and signatures as needed. Ensures sufficiency, completeness, conformity, jurisdiction and/or validity of documents before acceptance for action by the Municipal Court Completes forms; provides and receives information; enters and retrieves data using automated databases or manual logs; calendars hearings and schedules appearances and appointments. Prepares a variety of correspondence conforming to procedure or composed from instructions or brief notes. Processes and enters judgments and other legal documents into the automated case management system, ensuring all deadlines are met including reporting convictions as appropriate. Photocopies and distributes information as required. Closes cases and files according to guidelines. Collects and compiles statistical data, reports and other documents. Purges and destroys outdated records according to procedure. Assembles all cases to be heard by the court prior to the judge taking the bench. Prepares and distributes court calendars. Pulls all required records and assembles case files according to legal requirements, ensuring that all files, documents, evidence and other materials are available and organized prior to the beginning of court session. Notifies court officials and all participants of all cases under consideration. Sets cases for hearing, being cognizant of statutory and other deadlines, and participant schedules. Distribute and explain legal documents to individuals checking into court and directs them to courtroom. Attends court, maintains manual records of actions taken and prepares judgments and orders which summarize proceedings and actions. Manages the courtroom and performs administrative support as assigned. Calls court to order. Completes and examines a variety of judgments, orders and other legal documents for correctness of form and format, and sufficiency of information to ensure accuracy and conformance with the Court's order and/or proceedings. Requests clarification of instructions and other court actions, to properly note the official court record. Provides defendants with copies of judgments and other documents, explaining sentence and compliance requirements. Advises defendants of penalties for violation of conditions of sentence or release. Routes legal documents and copies to appropriate agencies, and individuals. Processes appeals and transfers of cases to higher court. Monitors all court files for sentencing conditions imposed by the court and initiates follow up, involving extensive contact with defendants and various agencies. Prepares judicial summonses, bench warrants, arrest warrants, Order to Show Cause, and other legal documents as directed by a judge. Determines court-ordered classes that are needed, contacts agencies and arranges for and schedules classes; notifies defendants. Receives fines, fees and bond payments and maintains accurate financial records. Enters all receipts into computer system. Balances and reconciles daily cash receipts and prepares bank deposits. Maintains accurate financial records of complex difficulty, including the accounting of public fees and trust monies paid through the court, to enable accurate disbursement of all monies. Monitors payments, runs reports on delinquent payments. Initiates the collection of delinquent and current accounts. Prepares daily reports on cash, journal, court proceedings, warrants, pending bail, etc. Communicates courteously and professionally and maintains working relationships with others in carrying out job functions. Frequently interacts with others in the work unit to exchange detailed and/or technical information. Frequently interacts with the public, vendors or across departments to exchange detailed and/or technical information. Interaction with the public, vendors or across departments occasionally includes negotiations involving convincing the other party to do something to achieve a basic work-related objective. Serves as liaison with indigent defense contract holders. Assigns appointments, schedules, send paperwork and ensures that attorneys have been notified. Orders interpreters when needed Assigns interpreter agency, schedules, sends paperwork and ensures that agency has been notified. Performs all job duties in compliance with safety guidelines and with an ongoing awareness of safety practices. Knows and follows department and city rules as well as sound work and safety practices to accomplish the job objectives and avoid injury or loss. Wears proper protective equipment when policy requires or conditions indicates a need exists and utilizes proper body mechanics and ergonomics while performing work. When potentially unsafe conditions are observed, makes efforts to avoid or correct them if they are controllable and draws them to the attention of the responsible supervisor or safety representative in a timely manner. Performs other duties and activities as assigned. Minimum Qualifications: Associate's degree from an accredited college in business or public administration, accounting, criminal justice, or a related field, and two or more years of progressively responsible office, legal, or court clerical experience, which includes a significant amount of customer/public interaction, or an equivalent qualification. Knowledge, skills and abilities include: Knowledge of personal computers and various types of applications software including word processing, spreadsheets, databases. Working knowledge of legal terminology, court records, and court procedures. Excellent communication, listening, and interpersonal skills. Skill in written English sufficient to read and write complex information, provide instruction to others. Ability to communicate effectively in both verbal and written forms, and provide excellent customer service, and communicate across cultures. Ability to work as part of a team. Ability to learn court management information systems. Ability to establish and maintain effective working relationships with others. Ability to maintain a positive and professional attitude, deal tactfully and courteously with the public, defendants, and attorneys. Ability to handle multiple priorities and meet daily deadlines. Physical Demands & Working Conditions: Work is performed in a normal office environment and a municipal court environment. Work is generally light with considerable variety. There is extensive use of computers. Daily work often involves moving between buildings and rooms. Daily driving is required to deliver materials to City Hall and to make bank deposits. The job may involve dealing with and calming individuals who are emotionally charged over an issue. The work involves extensive contact with people involved in the court system which may create stressful work situations and intermittent perceptions of personal risk. A sworn officer is readily available while court arraignments are in session. There is extensive attention to detail and deadlines. Activities include stooping, kneeling, reaching, standing, walking, fingering, grasping, talking, listening, seeing/observing, repetitive motions. Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities. Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The City Administrator retains the discretion to add duties or change the duties of this position at any time. recblid huvwyfmzzf8gx46576wv907w4325bt

Created: 2026-03-10