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JOB SUMMARY:
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Under the direction of a higher classified employee, establishes and maintains case files and records, schedules court proceedings, accepts and processes payments. Responsible for preparing and processing court documents while exercising initiative and independent judgment. These duties require an understanding of litigation, certain state and federal statutes and court rules, departmental operations, a high degree of accuracy and a significant amount of judgment in addition to clerical, accounting and interpersonal skills.
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EXAMPLES OF DUTIES
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Essential Duties:
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Receives, examines and processes various legal documents such as court orders, petitions, motions, tickets, and pick-up-orders.
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Reviews court documents; identifies inaccurate, inconsistent and unclear codes or information.
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Distributes/recalls orders and warrants to/from law enforcement agencies in accordance with policy.
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Files legal documents and related materials, retrieves and delivers files and documents to appropriate court staff requesting documents.
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Verifies, codes, edits, enters and retrieves data.
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Answers telephones, takes and relays messages, refers callers to the correct party; assists callers and walk-ins with accurate information.
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Calculates, accepts and processes payments and prepares receipts.
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Prepares and distributes correspondences, reports, forms, and legal documents.
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Composes short letters and generates computer form letters.
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Performs general office support activities such as opening, sorting and distributing mail, and processing outgoing mail.
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Operates a variety of office machines.
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Schedules events, prepares dockets and sends notices as required.
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Prepares and distributes notices of hearings.
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Checks in parties appearing for hearings.
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Prepares case files, enters demographic and case documentation into the file and computer.
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Performs account reviews and reconciliations and other cashiering duties as required.
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Retrieves case files for hearings and for the use of court staff and the public. Ensures files are complete and ready for hearings.
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Performs the duties of a receptionist.
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Other duties as assigned.
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The above statements are intended to describe the general nature and level of work being performed by employees assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.
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EMPLOYMENT QUALIFICATIONS
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The qualifications listed below are guidelines. Other combinations of education and experience which could provide the necessary knowledge, skills and abilities to perform the job should be considered.
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Knowledge of filing and record keeping principles and practices
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Knowledge of grammar, spelling, punctuation and arithmetic.
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Knowledge of basic legal terminology, forms, documents and procedures.
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Ability to develop, organize, and implement clerical procedures and operations from general instructions.
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Ability to interpret and apply departmental policies and procedures.
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Ability to prepare clear and concise oral and written reports.
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Ability to establish and maintain effective working relationships with other employees and the public.
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Ability to make routine procedural decisions with limited supervision.
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Ability to read, research and apply statutes, court rules and regulations.
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Ability to prepare simple correspondence; maintain detailed and accurate records.
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Skill/experience in Microsoft Word, Microsoft Outlook, Microsoft Excel.
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Skill/experience in office management including organizational skills.
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Skill/experience in problem-solving, conflict management and communication.
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PHYSICAL DEMANDS
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Duties require sufficient mobility to work in a normal office setting and use standard office equipment including a computer, vision to read printed materials and a computer monitor and hearing and speech sufficient to communicate in person or over the telephone. Must be able to lift up to 50 pounds.
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These requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.
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LICENSES AND CERTIFICATION
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None required.
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EDUCATION
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Possession of a high school diploma or its equivalent, with courses taken in typing and office procedures. Professional Development courses or equivalent training communication. One or two year vocational/technical school degree in addition to high school preferred.
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EXPERIENCE
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Three years of clerical office experience, including accounting, bookkeeping, data entry or equivalent with progressively responsible experience is preferred.
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Prior to applying, applicants must pass the clerical exam on the 30th percentile and successfully complete the data entry test at 38 fields.
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NOTE: Clerical and data entry test scores must be updated every two (2) years.
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This class description intends to identify the major duties and requirements of the job and should not be interpreted as all-inclusive. Incumbents may be requested to perform job-related duties
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FILING DEADLINE: 10/15/24
CONTROL NUMBER: 2409-2800-1592-0011
AN EQUAL OPPORTUNITY EMPLOYER
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