Position: Unit Clerical Assistant - Circuit Court / Juvenile Division
Under the supervision of a manager in the Juvenile Division, performs specialized clerical, administrative, financial, case processing, scheduling, records management, and operational support functions for general court operations and the Juvenile Division's Child Care Fund (CCF) eligible programs and services.
Assignments may support various operational areas of the Juvenile Division, including Intake, Services, Programs, Intensive Neglect Services, Clinical Mental Health, and Specialty Courts. As a member of the Juvenile Division Administrative Support Team, the position provides support to managers, Attorney Referees, Juvenile Court Officers, clinical staff, Juvenile Justice Data Systems Coordinators, and other Juvenile Division personnel while contributing to continuity of operations, service delivery, and departmental initiatives.
The position performs a variety of technical and administrative duties requiring knowledge of court procedures, legal documentation, case processing workflows, departmental policies, and applicable Child Care Fund, statutory, confidentiality, and local administrative order requirements. Responsibilities include preparing and processing legal documents and financial transactions, coordinating scheduling and administrative activities, maintaining records and document management systems, collecting and reporting information, supporting court and program operations, and processing and maintaining confidential court, criminal justice, program, and client information.
The position routinely utilizes court, client, document, and financial management systems and coordinates with court personnel, attorneys, service providers, schools, governmental agencies, and other internal and external partners to support court operations and service delivery.
Functions are assigned based on the operational needs of the Juvenile Division and aligned with professional competencies. Assignments may vary by department, program, or operational area.
1 Provides clerical, administrative, operational, and case processing support for general court operations and Juvenile Division programs, including Child Care Fund eligible services, specialty courts, and assigned departmental functions.2 Prepares, reviews, processes, routes, and maintains legal documents, court forms, reports, notices, correspondence, and other records in accordance with court procedures, local administrative orders, statutory requirements, departmental policies, and Child Care Fund requirements.3 Maintains, retrieves, reviews, verifies, scans, indexes, imports, archives, processes, and disposes of electronic and physical records, including record retention, expungement, archival, and records disposition activities, in accordance with applicable records retention schedules, confidentiality requirements, court policies, and statutory requirements.4 Initiates, updates, tracks, and maintains cases, parties, events, assignments, dispositions, and related information within court, client, and document management systems. Processes case activity, court actions, filings, abstracts, reporting requirements, and related records associated with various juvenile court case types, programs, and proceedings within the Juvenile Division in accordance with court procedures, local administrative orders, and statutory requirements.5 Collects, organizes, enters, verifies, maintains, and reports information necessary to support court operations, program administration, Child Care Fund requirements, reimbursement activities, audits, compliance reviews, data quality initiatives, and performance reporting.6 Coordinates court scheduling and calendar management activities, including hearing scheduling, preliminary hearing scheduling, attorney on-call schedules, interpreter coordination, docket maintenance, scheduling conflict resolution, calendar updates, and related court communications.7 Coordinates attorney appointments and related case processing activities, including appointment of counsel for delinquency, neglect, paternity, designation, and appellate matters; preparation and routing of appointment orders; conflict checks; attorney notifications; and coordination with attorneys, the Public Defender's Office, Prosecutor's Office, and other justice system partners.8 Responds to inquiries and provides information to youth, families, attorneys, service providers, schools, law enforcement agencies, court personnel, and members of the public regarding court procedures, case processing requirements, departmental services, and program operations. Provides reception and front counter coverage as assigned.9 Processes receipting, collections, payment-related transactions, financial records, tax garnishment/intercept documentation, and other assigned financial activities in accordance with court and county procedures.10 Coordinates and supports operational activities including mail distribution, courier services, inventory management, supply maintenance, testing…
