Alderman's Court Clerk

General Position Summary

Under the general direction of the Alderman, performs responsible administrative, clerical, financial, and customer service work in support of the Alderman Court. The Alderman Court Clerk is responsible for processing criminal, traffic, parking, and municipal ordinance cases in accordance with Delaware law, City ordinances, and court procedures. Duties include maintaining official court records, preparing legal documents, coordinating court proceedings, collecting and accounting for fines and court costs, maintaining DELJIS certification, and providing professional assistance to law enforcement agencies, attorneys, defendants, victims, and the general public.

The position requires the exercise of independent judgment, strict confidentiality, attention to detail, and the ability to interpret and apply established court procedures while maintaining impartiality and professionalism.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Employees may be requested to perform job‑related tasks other than those specifically presented in this description.

• Reviews legal and court documents for completeness, accuracy, compliance with applicable laws, court procedures, filing requirements, costs, and statutory time limitations.
• Determines appropriate procedural requirements for processing court documents.
• Prepares, issues, and files a variety of legal and court documents including summonses, warrants, subpoenas, notices, continuances, court orders, and other official court correspondence.
• Opens new court cases and maintains complete case files throughout the judicial process.
• Schedules arraignments, trials, hearings, continuances, and other court proceedings.
• Prepares courtroom dockets and files for each court session.
• Assists the Alderman during court proceedings by maintaining case records and courtroom documentation.
• Coordinates with police officers, interpreters, and other justice system partners.

• Research case files, court records, databases, and other information sources to verify case information and resolve discrepancies.
• Enter, updates, modifies, retrieves, and maintains information in manual and automated court case management systems.
• Monitors pending cases and ensures compliance with applicable deadlines.
• Maintains accurate court calendars and case schedules.
• Updates case dispositions and ensures required reporting is completed.

• Maintains official court records in accordance with Delaware records retention requirements.
• Ensures confidential, sealed, and restricted records are maintained securely.
• Prepares certified copies of court records as authorized.
• Archives closed case files in accordance with applicable retention schedules.

• Receives payments for court fines, fees, restitution, and court costs.
• Issues receipts and accurately records all financial transactions.
• Balances daily cash receipts and prepares deposits.
• Maintains accurate financial records and audit documentation.
• Assists with monthly and annual financial reconciliations as required.
• Coordinates with the Finance Department regarding court revenues.

• Maintains certification and authorized access to the Delaware Justice Information System (DELJIS).
• Enters and updates warrants, court dispositions, and other authorized information within DELJIS.
• Maintains confidentiality and complies with all DELJIS security policies and procedures.
• Utilizes Microsoft Office applications, court case management software, and electronic document management systems.

• Responds to telephone, email, written, and in‑person inquiries regarding court procedures and court business.
• Provides procedural information while avoiding the unauthorized practice of law.
• Assists defendants, victims, attorneys, law enforcement officers, and members of the public in a courteous and professional manner.
• Handles difficult or emotionally charged situations with tact and professionalism.

• Compiles statistical…