Ordinance Violations & Traffic Bureau Clerk

Ordinance Violation/ Traffic Bureau Clerk

Under administrative direction, independently performs a variety of responsible, confidential and complex professional, administrative, technical, programmatic duties in support of the City Clerk's Office, Ordinance/Traffic Violations Bureau; assists in preparing City Council agendas and packets, and alternates as recording secretary for City Council meetings as assigned; assists in maintaining official City records performs records management functions.

Essential Functions and Important Duties Serves as 2nd Deputy Clerk Ordinance Violations/Traffic Bureau

• Process all Traffic (nonmoving violations) / Ordinances Violations issued by JPD and Animal Control
• Keep complete record of all cases showing the name of a person cited, the disposition of the case, and an account of the fees, fines, penalties, forfeitures, judgments, executions, decrees, and orders.
• Generate all notifications to be sent to defendants for notice of Pre Trial Conferences, assessed fines and fees associated with local ordinance violations.
• Contact defendants after citation is processed to notify of fines and process for Pre Trail Conference.
• Collect all fees, fines, penalties and forfeitures, judgments, executions, and money accruing to the City from the enforcement ordinances.
• Prepare Report of Collections and deposit information for Finance Department allocating deposit of funds into proper locations upon collection of fines.
• Enter disposition data into the computer, send necessary forms and notices to BMV/County Court.
• Prepare and keep updated records for a hard copy of cases to file appropriately as closed.
• Maintain and organize all hard copies of closed and transferred cases. Follow case progression and keep an updated record for actions taken in transferred cases. Archive cases as necessary.
• Work independently generating and maintaining court calendars for monthly Pre Trial Conferences and communicating with both legal and defendants the schedule.
• Utilize various computer applications and software packages; enter and maintain data; generate reports from a database or network system; create documents using word processing software.
• Balance Data Design accounting software with Report of Collections ensuring fund numbers are correct for deposit.
• Balance and maintain cash drawer receiving payments and turning in funds collected on a daily basis.
• Effectively communicate with outside government agencies (County Courts and Indiana BMV) preparing requested documents for SR16 transmissions under direct supervision of City Clerk/ Deputy Clerk. Organize and copy requested court dispositions acting as Court Clerk for records from Jeffersonville City Court (Abolished in 2015) as directed.
• Type and proofread a variety of reports, letters, and correspondence either from rough draft, verbal instruction, or independently composing documents.
• Answer and respond appropriately to all incoming phone calls requesting information.
• Assist public with directory in City Hall and location departments as needed.
• Prepare and revise various operating procedures, instruction manuals, forms, and reports when instructed by City Clerk.
• Acts as support in the operations and services of the City Clerks' Office when directed.
• Will obtain a general knowledge of local City Government, paying specific detail to City Council procedures and rolls.
• Train to operate and control camera and audio recording equipment in order to act as backup to Deputy Clerk.
• Train to assist Clerk in preparation for City Council meeting as requested.
• Assists in developing, implementing and overseeing office operational standards and procedures for the City Clerk's Office.

Qualifications

Knowledge of:

• Operations, services, and activities of a municipality including the policies and procedures related to the function and statutory obligations of the City Clerk's Office.
• Business letter writing and basic report preparation techniques.
• Modern office procedures, methods, and equipment including computers and related software applications such as word processing, spreadsheets, and databases.
• Office management principles, methods, and procedures.
• Principles and procedures of record keeping and filing.
• Practices used in minute taking and preparation.
• Methods and techniques of proper phone etiquette.
• Methods and techniques of public relations.
• English usage, spelling, grammar, and punctuation.
• Pertinent Federal, State and local laws, codes, and regulations including those governing the maintenance of records by a public agency.
• Mathematical principles.
• Research procedures used in searching of public records.

Ability to:

• Perform responsible and difficult administrative and secretarial support duties involving dependent judgment and personal initiative.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Learn, interpret, and apply administrative and departmental policies and procedures.
• Provide information and organize material in…