Chief Deputy Clerk

Nature of Work:

Under general supervision of the Clerk of Court and is responsible for the preparation of court-related documents; supervision of Deputy Clerks; requisition of supplies as needed, and preparation of reports. Accuracy and timeliness in processing legal papers, including appeals and objections. Perform other work as requested.

Clerk of Court

• Supervises and assigns work to Deputy Clerks. Directs and answers questions concerning work assignments and processes. Reviews Deputy Clerk work both in progress and upon completion to ensure that quantity and quality of work are acceptable.
• Supervises the Deputy Clerks, is responsible for checking daily logs for prisoners released in the local jail and oversees all documentation and communications to jail staff concerning prisoner incarceration status.
• Provides and/or directs the training for Deputy Clerks and identifies additional training needs of subordinate employees. Appraises performance of subordinate employees. Assists in improving deficiencies. Responsible for on-going documentation of procedures for all clerk functions.
• Reviews and approves employee timesheets to ensure accuracy and compliance with payroll policies. Schedules and approves leave requests, including vacation and sick leave, while maintaining adequate coverage. Tracks attendance, addressing patterns of absenteeism or tardiness as needed.
• Responds to and resolves staff complaints or grievances, and de-escalates workplace conflict situations by explaining court processes, policies, and procedures, requiring conformity with same. Administers non-termination discipline as necessary or refers matters to the Clerk of Court as appropriate for more serious disciplinary responses.
• Reviews activities of subordinate staff to maintain accuracy and legal adequacy of court records and papers issues by the Court. Implements internal controls to minimize errors and maintain the integrity of court records.
• Identifies and recommends improvements in operations to ensure efficiency and cost savings, including evaluating staffing needs, deployment, and employee performance.
• Oversees compliance with all applicable local, state, and federal rules governing court operations.
• Supervises all case opening procedures; receives, reviews, posts, files, and assigns case dockets to all filed cases, including without limitation all misdemeanors, small claims, evictions, felonies, tickets or e-tickets complaints, civil cases, sealing of record petitions, administrative license suspension (“ALS”) appeals, and driving privilege requests.
• Supervises all case maintenance and closure procedures up to and including service. Establishes and maintains files and computer records on all court matters, including without limitation, as to all case types.
• Supervises the timely and on-going electronic processing of all case activity in the criminal/traffic and civil division.
• Supervises and participates in the recording and maintenance of court records; prepares and submits various court-related reports and records as required.
• Supervises the continuous monitoring of filed documents and ensures their appropriate and timely processing.
• Confirms the cash amount assigned to each clerk window at the beginning and ending of each day.
• Responsible for timely and accurate submissions to Bureau of Motor Vehicles (“BMV”) as required, including without limitation driving permit submissions and suspension information; offense conviction data; administrative license suspension (“ALS”) data; vehicle registration blocks and license blocks; license and/or license plate impoundments; and includes corrective information for prior submissions to BMV as required.
• Advises Clerk of Court of any equipment or supplies necessary for the clerk staff.
• Supervises the posting and maintenance of all court journals and case dockets; assures that all appropriate court records are maintained and are available for proper public record requests.
• Oversees the assistance and instructions provided to parties contacting the Court in reference to their case.
• Issues subpoenas, summons,…