Deputy Clerk of Courts I
Performs high volume, complex and responsible legal and clerical work dealing with all areas of the Courts – criminal, traffic, forfeitures, juvenile, small claims, civil, jury system. Frequently exercises initiative and judgment in applying procedures in both routine and non-routine situations. Deputized for the purpose of clerking court proceedings and taking related minutes of the proceedings in court, administering oaths to witnesses, jurors and bailiffs and signing legal documents and/or court orders. Must be able to work independently to complete tasks in a timely manner.
Assists in maintaining and drawing jurors for jury panels and determining eligibility.
Receives phone calls, voicemails and letters from jurors and responds accordingly.
Maintains record system on juror’s service and a related jury handbook.
Prints juror questionnaires, mails and enters juror replies sent by mail and completed online.
Answers phone calls from government agencies regarding related court issues, court calendar, scheduling.
Compose correspondence on court issues to appropriate state, county and local agencies to resolve and clarify case information as needed.
Attends various court hearings and take concise minutes of court hearings and prepare documents accurately to reflect the court officials decisions in court and distributes forms and documents to proper litigants, attorneys, authorities and agencies.
Verifies and answers inquiries of a non-restricted nature regarding criminal, civil, family, small claims, and forfeiture cases.
Prepares a variety of complex legal papers such as commitments, judgments, warrants, orders of transfer, notices of case rescheduling, appeals, bonds conditions, judgment of convictions, compile pre-sentence investigation data, assessments, revocations/suspensions, civil judgments.
After preparation of court documents and notices, must disseminate them to the appropriate agencies whether it’s the County jail, Dept. of Corrections, Probation & parole, DOT, attorneys or defendants.
Ensures proper files, documents, documents and forms are in the courtroom or are processed from e-filing system for daily court activities.
Attends injunction hearings and process related paperwork, enter info on CCAP and send copy to the Sheriff’s department to process.
Scans court files after court is completed.
Cross trained to assist in all case types to provide back-up duties in the Court area.
Backup to circuit court branches when needed as a backup.
Performs related functions as assigned by Chief Deputy or Clerk of Court.
Minimum Qualifications Required
Education and Experience:
High School Diploma, plus two years of office experience, with at least one year in a legal environment; or any combination of education, training and experience which provides the necessary knowledge, skills and abilities.
Knowledge, Skills & Abilities
Knowledge of legal documents, court forms and legal terminology.
Knowledge of financial structures for various misdemeanor and felony statutes to ensure proper imposition of fines, costs, restitution and civil judgments for unpaid financial obligations.
Knowledge of criminal and traffic state statutes and county ordinances, administrative codes, legislative bulletins, bond schedules for entry and/or disposition of cases.
Knowledge and recognize errors in legal documents and the ability to interpret minute sheets hand written by others.
Knowledge of English grammar and spelling.
Knowledge of general bookkeeping practices.
Knowledge of office procedures.
Knowledge of court procedures and proceedings.
Knowledge of and ability to use a computer and required software.
Ability to learn and apply specialized knowledge and skills in the department.
Ability to accurately transfer interpreted items from a minute sheet to CCAP in order to generate Judgement of convictions.
Ability to understand fines, fees, costs and restitution structures for court cases.
Ability to work with defendants and parties who may not communicate effectively and might be angry or use other demeaning behavior.
Ability to take complete and accurate minutes of legal proceedings.
Ability to maintain confidentiality.
Ability to maintain complete and accurate legal records, clerical and accounting
Ability to learn, interpret and apply policies, regulations, procedures and laws which relate to departmental operations.
Ability to complete multiple tasks during difficult or stressful situations
Ability to accept responsibility and exercise independent judgment.
Ability to establish and maintain effective working relationships with staff and the public.
Ability to communicate effectively both orally and in writing.
Ability to work the required hours of the position and overtime and extra hours when court hearings extend after normal work hours
Ability to organize and prioritize workload and adjust accordingly as more items are added.