COURT CLERK/ASSOCIATE JUDGE

JOB SUMMARY

Performs a wide variety of routine and complex supervisory, administrative and clerical tasks for the Municipal Court. May supervise court ordered community service workers or other full or part-time or temporary staff, as assigned. Serves as Municipal Court Judge in his/her absence or as assigned.

PRINCIPAL DUTIES AND RESPONSIBILITIES

1. Administer criminal proceedings and docketing.
2. Prepares correspondence and maintains records.
3. Oversees deferrals, jail sentences, probations, pre-sentence matters, and failures.
4. Coordinates court matters with judge, defendants, defense counsel, city prosecutor, police department, jail, alcohol agencies and other levels of the criminal justice administration system.
5. Supervises and administers the receipting, depositing and accounting of monies for fines, forfeitures and other court receipts.
6. Prepares reports for state and local agencies.
7. Oversees preparation of court dockets and files; checks with jails for special hearings.
8. Receives, logs and indexes incoming filings, citations and complaints.
9. Responds to counter, telephone and written inquiries.
10. Receipts fines and penalties.
11. Initiates related paperwork as needed by defendants to facilitate their response to a citation or complaint.
12. Oversees filing of all papers, dockets, index cards, case files and case related correspondence.
13. Supervises Failure to Pay, Failure to Comply and Failure to Appear notices.
14. Constructs new case files, filing and retrieving documents as necessary.
15. Prepares and maintains appropriate calendars; sets up for court hearings.
16. Prepares files for court use; processes timely notices to defendants of arraignments, trials and hearings.
17. Initiates requests for driving and criminal records.
18. Responds to requests from Municipal Judge, City Prosecutor, Police Department, and others for assistance and information; processes discovery activity required from the office.
19. Performs a variety of courtroom related tasks such as swearing in juries and witnesses, opening court sessions and marking exhibits in order of presentation in court cases; may serve as matron to female defendants.

PERIPHERAL DUTIES

May serve as Municipal Court Judge, as certified and assigned. Shares responsibility of arraigning prisoners on weekends and holidays with Municipal Court Judge.

DESIRED MINIMUM QUALIFICATIONS

Education and Experience:

• Graduation from high school or GED equivalent with course work in typing and/or general office practices; and
• Two years prior work experience in secretarial, clerical, paralegal or administrative work; or
• Any equivalent combination of education and experience.

Necessary Knowledge, Skills and Abilities:

• Knowledge or legal language and legal procedures related to municipal court functions; Considerable knowledge of general office procedures; Some knowledge of basic bookkeeping practices; Knowledge of criminal, traffic and infraction procedures.

• Skill in the operation of the listed tools and equipment.
• Ability to effectively communicate on a one-to-one basis with the public; Ability to maintain effective working relations with employees, other departments, officials and the public; Ability to maintain accurate records; Ability to type and enter data accurately; Ability to handle stressful situations.
• Prefer bi-lingual skills.

SPECIAL REQUIREMENTS

Must attend Court Clerk Conference Training within six (6) months and Municipal Court Judge Certification within one (1) year.

TOOLS AND EQUIPMENT USED

Personal computer system, including word processing and specialized court software; 10-key calculator; typewriter; phone; copy and fax machine

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work includes sitting, talking, hearing, using hands to finger, handle, feel or operate objects, tools or controls and reaching with hands and arms. Specific vision abilities required by this job include close vision and the ability to adjust focus. The employee must occasionally push, pull, lift and/or carry up to 25 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.