Apprentice Court Clerk or Deputy Court Clerk

DESCRIPTION

**Applications are reviewed on a regular basis. The posting may close prior to the listed closing date, and hiring may occur early in the recruiting process. Individuals are encouraged to apply immediately.**

Douglas County's East Fork Justice Court is seeking dedicated individuals to join their team in serving the citizens of Douglas County. Providing excellent customer service with attention to detail and commitment to compliance with all necessary processes and procedures, the Apprentice Court Clerk and Deputy Court Clerk positions serve a crucial role in ensuring the efficient functioning of the County's judicial services and court operations.

This recruitment is to fill two positions located at the EAST FORK JUSTICE COURT, Minden Judicial Law Enforcement Center.

May be filled as an Apprentice Court Clerk or Deputy Court Clerk, depending on qualifications.

The full salary range is provided as a means of communicating to prospective applicants what their growth potential over time can represent. Incumbents typically start at the beginning of the salary range.

Deputy Court Clerk: $27.21 - $38.10 hourly

Deputy Court Clerk:
Performs intermediate work and legal support to judges, judicial executive assistants, law clerks, administrative staff, state, local, and national agencies. Under varying levels of supervision, incumbents are assigned to varied clerk positions in examining, preparing, and processing a variety of legal documents in support of court operations; performs related tasks as apparent or assigned.

PRIMARY DUTIES AND RESPONSIBILITIES

PRIMARY DUTIES AND RESPONSIBILITIES

Apprentice Court Clerk:

• Provides and performs a wide variety of general clerk duties and court and office support functions. Incumbent may also serve as a clerk for a variety of trial types including and not limited to criminal, civil, divorce, probate, paternity, child support, adoption, traffic, domestic violence, jury trials and non-jury trials.
• Researches, retrieves, and delivers file requests for the Court and general public requests. Assists the general public, customers, and/or county employees in person, by telephone and/or e-mail answering inquiries related to department services, programs, and records; researches questions, when appropriate, to provide accurate information; resolves issues and/or directs customers to the appropriate department/individual for resolution; maintains a high level of confidentiality as required by Nevada Revised Statutes.
• Receives, sorts, and processes legal documents and mail; reviews documents for sufficiency of information, conformity, jurisdiction, completeness, timeliness and all required supporting documents in accordance with prescribed filing requirements; returns unacceptable documents noting discrepancies and reasons for rejection pursuant to left side filing requirements and office policy.
• Enters into and retrieves data from automated case management tracking system; assigns applicable codes; cross references documents for future retrieval; accesses documents by using various indices; follows established procedures for updating and purging records.
• Prepares, monitors, and updates motions calendars to support scheduling needs for judicial assistants and court operations specialists.
• Maintains and updates clerks to do lists and other tracking items needed for maintaining office protocol.
• Determines and computes fees and fines; receives, verifies and accounts for checks, money orders, credit and cash payments made in person or by mail; may reconcile and balance monies received against transaction totals in the absence of deputy clerks.
• Explains legal filing procedures and associated fines and fees both at the counter and over the telephone; assists the general public, law enforcement agents, attorneys and their staff and other court employees with locating information, documents and other court related materials; makes referrals to other court services; directs the public on where to find forms online and explains procedures associated with filing documents with the clerk’s office.
• Types and prepares a variety of material such as abstracts, judgments, clerk's transcripts, declarations, notices, letters, and other legal documents into finished form; composes letters in response to requests for general information; prepares bench warrants, commitments and releases; issues subpoenas and certified copies; issues search warrants once signed by the court; checks for completeness prior to sending case file into the courtroom.
• Summons prospective jurors through written and verbal notices and distributes juror questionnaires; processes juror questionnaires upon return; responds to questions concerning jury duty responsibilities, clarifying requirements and explaining the selection process; oversees and coordinates activities of the jury assembly room and ensures the needs of prospective jurors are met; completes and processes payroll records for jurors.
• Complies with Minimum Accounting Standards (MAS).
• Attends training with the Nevada Association for Court Career Advancement yearly.
• Complies with the Code of Conduct for Court Professionals.
• Represents the Court and County with dignity, integrity, and a spirit of cooperation in all relationships with staff and the public.
• Contributes effectively to the accomplishment of team or work unit goals, objectives, and activities.

• Provides and performs a wide variety of specialized clerk duties and court and office support functions. Incumbent may also serve as a clerk for a variety of trial types including and not limited to criminal, civil, small claims, eviction, protection order, adoption, juvenile, paternity, divorce, probate, traffic, domestic violence, search warrants, bail hearings, bench trials, and jury trials.
• Researches, retrieves, and delivers file requests for the Court and general public requests. Assists the general public, customers, and/or county employees in person, by telephone and/or e-mail answering inquiries related to department services, programs, and records; researches questions, when appropriate, to provide accurate information; resolves issues and/or directs customers to the appropriate department/individual for resolution; maintains a high level of confidentiality as required by Nevada Revised Statutes.
• Processes and files incoming pleadings, documents, and materials. Scans documents and case files into the case management system pursuant to ADKT 410, Policy for Handling Filed, Lodged, and Presumptively Confidential Documents. Sorts, separates, arranges and files, letters, documents, and materials; date stamps court related and/or legal documents including citations, traffic tickets, accident reports, letters, motions, pleadings or other case related paperwork; reviews, verifies, and/or records required information; processes documents; makes copies and distributes to appropriate parties; maintains copies in department or case files. Reviews related paperwork;
• Prepares cases and calendars for court; creates physical and electronic files; prepares certified priors for the District Attorney, certifies court documents and records for the public, state agencies and local organizations.
• Responsible for records retention and destruction in accordance with statutes, rules and practices. Responsible for accurate Uniform System for Judicial Reporting requirements, data entry, and end of month reporting totals. Maintains compliance with the Uniform System for Judicial Reporting.
• Prepares and issues warrants, writs, orders, subpoenas, abstracts and other official documents on behalf of the Court; recalls warrants and exonerates bail; prepares orders, bond forfeiture letters, notices and dismisses or seals cases in accordance with established codes and court procedures.
• Ascertains whether cases and files are ready for hearing/trial; coordinates case assignments with judge, jail personnel, bailiffs, court reporter, mediators, arbitrators, and attorneys; prepares, distributes and/or posts court calendar(s) and notices of settings; ensures proper notice of hearings are provided in accordance with established procedure; maintains trial status.
• Serves as clerk of the court during court proceedings by marking and recording evidence and exhibits, administering oaths, taping/recording court proceedings in the absence of court reporter; takes and transcribes Court minutes for Law & Motion, court hearings, and trials.
• Serves as clerk in jury trials, prepares venires and summons to jurors, coordinates with courtroom staff on the need for and dismissal of jurors; responds to juror inquiries and requests to be excused from service; processes juror service payments; process orders to show cause. Maintains and secures evidence during jury trials, files the instructions and verdicts and timely records the minutes from the jury trial.
• Receives and posts payments, prepare deposits, and/or takes deposits to the bank and/or Treasurers Office; maintains copies of payments for case files. Maintains compliance with Minimum Accounting Standards.
• Attends training with the Nevada Association for Court Career Advancement yearly.
• Maintains the Code of Conduct for Court Professionals.
• Represents the Court and County with dignity, integrity, and a spirit of cooperation in all relationships with staff and the public.
• Contributes effectively to the accomplishment of team or work unit goals, objectives, and activities.

MINIMUM QUALIFICATIONS/CERTIFICATIONS & LICENSES

MINIMUM QUALIFICATIONS

Apprentice Court Clerk:

• High School diploma or GED and one (1) year of general office, customer service, or administrative related functions OR an equivalent combination of education, training and experience.

Deputy Court Clerk:

• Associate’s degree with college coursework in business administration, criminal justice or a related field, and one (1) year of experience as an Apprentice Court Clerk or a Deputy Clerk in another Jurisdiction or State, OR an equivalent combination of education, training and experience.

• Must become a member of the Nevada Association for Court Career Advancement within the first six (6) months of date of employment

• Must become a member of the Nevada Association for Court Career Advancement within the first six (6) months of date of employment

WORKING CONDITIONS/ACKNOWLEDGMENTS

WORKING CONDITIONS

The characteristics listed below are representative of the physical demands, physical agility, sensory requirements, and environmental exposures required by an individual to successfully perform the essential duties of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

• This work requires the frequent exertion of up to 10 pounds of force and occasional exertion of up to 50 pounds of force.
• Work regularly requires sitting, speaking or hearing, using hands, reaching with hands and arms and repetitive motions; frequently requires standing and walking; occasionally requires climbing or balancing, kneeling or crawling and pushing or pulling.
• Work requires close vision, distance vision, ability to adjust focus, depth perception, color perception and peripheral vision; vocal communication is required for conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to receive detailed information through oral communication and/or to make fine distinctions in sound.
• Work requires preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, operating motor vehicles or equipment and observing general surroundings and activities.
• Work is generally in a moderately noisy location (e.g. business office, light traffic).
• Work occasionally requires exposure to bloodborne pathogens (may be required to wear specialized personal protective equipment).
• Work is regulary performed in an office/courtroom environment requiring sitting/standing for extended periods of time. Frequent use of computers.
• Will work under the stress of deadlines and/or with irate members of the public.
• Occasionally handles emergency/crisis/chaotic situations.
• Frequently subject to interruptions and multiple calls and inquiries.

ACKNOWLEDGEMENTS

i.Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.

ii.Employment is contingent upon successful completion of background/screening.

iii.Douglas County participates in E-Verify and will provide the Social Security Administration (SSA) and, if necessary, the Department of Homeland Security (DHS), with information from each applicant’s Form I-9 to confirm work authorization. All candidates who are offered employment must complete Section 1 of the Form I-9 along with the required proof of their right to work in the United States and proof of their identity prior to starting employment. Please be prepared to provide required documentation as soon as possible after the job offer is made.

iv.This job description indicates, in general, the nature and levels of work, knowledge, skills, abilities and other essential functions expected of the incumbent. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Incumbent may be asked to perform other duties as required.

v. This position is an unclassified position in accordance with the Order Establishing the Court Personnel regulations. Any individual appointed to an unclassified position serves at the will of the Judges and may be removed at will by the Judges without notice, cause or hearing.

Overview of Douglas County Benefits
Disclaimer: Douglas County provides benefits to full time employees. Benefits are prorated for some part time positions (depending on job). Some part time positions may provide no benefits.

No Nevada State income tax.

Retirement – Public Employees' Retirement System of Nevada
Douglas County contributes 36.75% of an eligible Regular Member and 50% of an eligible Police and Fire Member's salary for retirement. Deferred Compensation Plans – Employees can participate in the VOYA Retirement Plans, which is funded by the employee.

Paid Leave
12 paid Holidays per year. Generous paid leave accrual's including 96 hours sick annually, begin accruing 120 hours annual leave each year. Administrative leave of 5 days or 3 days annually applies to some positions. Please refer to our leave policies https://www.douglascountynv.gov/687/Policies-Procedures or relevant labor agreement https://www.douglascountynv.gov/688/Labor-Contracts
for more information.

Health Insurance
The County has rich benefits plans to choose from: Preferred Provider (PPO) and Health Savings Account (HSA) with supplemental benefits to include: prescription plan, dental plan, vision, life insurance opportunities, cancer insurance, and disability insurance. Benefit eligibility is the 1st of the month following 30-day waiting period or 60 days, depending on the position. For more detailed information on the Health Insurance you may refer to our website located at: https://www.douglascountynv.gov/693/Employee-Benefits-Information

Compensation
Douglas County's compensation system is based on Pay for Performance wherein employees are eligible for annual performance evaluations. The current structure consists of merit increases up to 3% on a qualifying employee's anniversary and Cost of Living Adjustments based on the Consumer Price Index during the first pay period of each fiscal year. The COLA will be up to 5% depending on the CPI each year. Additionally, eligible employees can be recognized for outstanding performance, above and beyond the call of duty, and receive additional compensation through the Recognition of Excellence Program.

2024