Deputy Court Clerk

Under the supervision of the Chief Deputy Clerk and the Clerk of Court/Court Administrator, provides exceptional customer service, data entry and record keeping for the public, attorneys, and law enforcement who have business to conduct with the Fairborn Municipal Court.

• Provides exceptional customer service in person, through email, or over the telephone; maintains professionalism and confidentiality; determines and collects any costs or fees required; receipts collected monies; and responds to customer inquiries.
• Provides assistance to the General Public, Attorneys, Defendants, Police Officers, and Bailiffs.
• Receives monies for filing fees, fines, and court costs; maintains related records; disperses proper amounts to duly recognized party(s); prepares deposit records and reports.
• Time stamps docket information from court filings in an accurate and timely manner; enters information into the court’s case management system; issues appropriate notices; completes filing and other office duties.
• Processes accurate and presentable correspondence, documents, files, reports, records and forms utilizing various office equipment such as computers, scanners, fax machines, copiers, etc.
• Prepares and coordinates service processing for summonses and subpoenas; arranges for service based on standard procedures (certified mail, regular mail, etc.); updates the status in the case management.
• Responds to inquiries regarding court procedures and policies in person, by telephone, or written correspondence.
• Prepares commitment papers, jury forms, legal notices, driving permits, warrants, warrant blocks, temporary protection orders, license forfeitures/releases and subpoenas.
• Files, indexes, and cross indexes, assigns case numbers, maintains dockets, warrants, and maintains certified/registered mail receipts and other required documents.
• Processes all entries and motions received from the Court, legal counsel and the public.
• Scans documents into the case file database and verifies the accuracy of the scanned document, makes appropriate corrections, and informs the supervisor of potential problems.
• Manages time efficiently and maintains attention to detail.
• Assists colleagues when necessary due to scheduling, volume, or staffing requirements.
• Understands the court’s responsibilities, functions, organizational structure and purpose.
• Interprets and follows instructions.
• Attends meetings and trainings determined to be beneficial as directed by the Clerk of Court/Court Administrator.
• Reviews and maintains confidentiality of non-public data, including, non- public records and information contained in LEADS/NCIC and other law enforcement databases.
• Performs all other office related duties as assigned by the Clerk of Court/Court Administrator.

• Possess Associates Degree or a combination of education, experience and training, which indicates sufficient skills to perform required duties.
• Able to use basic mathematics to collect money and record money transactions.
• Skilled in providing optimal customer service.
• Keyboarding skills to quickly and accurately enter, access, update, and manipulate data.
• Ability to become proficient in job tasks within a twelve (12) month period.
• Able to handle heavy workloads, meet deadlines, and handle stressful and sensitive situations.

In addition to the above, the following competencies are required:

General knowledge of the legal system, state and municipal codes and ordinances as well as established policies and procedures. Ability to interpret the Ohio Revised Code. Possesses general knowledge of legal terminology and phrasing. Possesses, acquires, and maintains the technical/professional expertise required to do the job effectively and competently, including the ability to operate electronic information systems used by the Court necessary for this position.

Ability to multitask and remain flexible in one’s day-to-day work assignments. Ability to operate modern office equipment. Ability to remain professional with the public in emotional situations and communicate clearly to the public and other staff members both orally and in writing.

Maintains effective performance under pressure; handles stress in a manner that is acceptable to others and to the organization. Maintains a calm and even-tempered demeanor when handling crises, stressful situations, continuous change, or unexpected developments.

Works effectively in a team environment to accomplish organizational goals. Builds…