Justice Court Clerk

Overview

The purpose of this position is to assist the Court in the judicial process of assessing and collecting fees, fines, and costs to ensure compliance with court orders and increase collection rates. This position issues and distributes warrants, provides customer service and maintains files. It is active in collecting past due accounts. Performs diversified clerical work, places delinquent cases into collections with F.A.R.E., provides administrative support and performs a variety of clerical functions.

Essential

duties and responsibilities

• Provides customer service by answering inquiries on cases regarding fines, fees, payments, due dates, warrants, suspensions, and requirement compliance; answers telephone and provides customer service including greeting the public, providing filing information for cases, accepting payments, issuing receipts, rescheduling court dates and responding to general inquiries.
• Receives and processes court payments, issues receipts, reschedules court payment due dates, updates address and phone number information and processes bonds to appropriate folders; enters payment information into computer system; receives and examines legal documents for sufficiency, completeness, conformity, jurisdiction and/or validity before acceptance for action by the Court; certifies or files documents; open Court cases in court system; prepares document files;
  
  files a variety of legal documents and related case materials; searches for missing files; copies materials requested from files and sends to requesting individuals/agencies; follows procedures for updating, scanning and/or purging files.
• Enters and tracks data in automated case management system; queries automated docket to extract and provide case information.
• Assists the public either on the phone or over the counter in the use of court forms, document filing procedures and other such matters requiring the application of technical/legal/judicial procedures and practices; receives and completes orders for services/materials from public or employees; evaluates need for service and directs individuals/calls to appropriate office; assists individuals in locating material/information; explains fees and fines.
• Issues warrants; prepares related files and docket entries; responds to inquiries from the public, attorneys, case witnesses, and law enforcement representatives; gathers information needed to respond to inquiries by researching case status, case documents and notations or rules/procedures/codes; may involve sensitive/protected information and interpretation of legal documents; makes copies of files and requests in accordance with department policy.
• Receives, computes, classifies and posts fees and/or fines for criminal, criminal traffic and civil cases; issues receipts; posts and reconciles account records for daily activity.
• Analyzes, dockets, indexes and processes legal documents, judgments, and minute entries as required; prepares legal documentation pursuant to court orders, rules and statutes.
• Issues warrants and sanctions to help ensure efficient case flow; composes correspondence to Defendants, law enforcement, attorneys and other entities.
• Uses office equipment such as copiers, cash registers, scanners and computers; basic knowledge of Word, Excel, and other office software; composes written documents and prepares routine reports and correspondence related to official court actions.
• Performs other duties as assigned.

Budget responsibilities

This position has no responsibility over any types of budget.

Project responsibilities

This position does not have project responsibilities.

Oral communication duties

This position trains colleagues, explains County procedures or processes and responds to public inquiries.

Written communication duties

This position creates or edits documents, internal memos, emails, formal letters and reports.

Interactions with the general public

Interacts extensively with employees, customers, the general public, vendors, regulatory bodies, and other groups and/or individuals and institutions over the telephone, by email, and/or in person.

Interactions specifically with customers

Always (More than 85% in a year).

Minimum education required

High School Diploma or GED.

Minimum years of directly related experience required

One (1) year clerical experience; legal terminology preferred; demonstrated computer skills in word processing, spreadsheet and email software; or equivalent combination of education, training and experience.

Professional credentials required/preferred

Must possess and maintain a valid Driver’s License if position duties require.

Knowledge required

Legal terminology and documentation; general court procedures and protocol; methods and standards for processing legal documentation; customer service standards and protocol; general office practices and equipment; correct business English, including spelling, grammar and punctuation; business arithmetic; business and personal computers, and business office software…