Deputy Clerk of Circuit Court IV

This position will report directly to the Criminal Chief Deputy Clerk I and the criminal assistant supervisor serve to reinforce and support all critical changes and projects. The Deputy Clerk of the Circuit Court IV will assist with managing, training, mentoring, and coaching all criminal deputy clerks including all office tasks which includes the customer front counter, and / or review courtroom clerks appropriate sentencing codes with fees, costs and fines This position will also process, prepare, review and monitor criminal case files including docket directed by the judge; process appeals from other courts; oversee the implementation of the new technology, DocuSign, that allows for quicker disposition of copies of orders to be provided to attorneys. Implement criminal e-filing this will ensure that the criminal division stays ahead of the orders and can continually update all case files.

The Deputy Clerk of the Circuit Court IV position supports all clerks in dealing with difficult customers, takes the lead in de-escalating situations. This Deputy Clerk IV must communicate among our various divisions with the operational responsibilities within the Clerk of Court’s office including but not limited to the Circuit Court Judges, Department of Corrections, Probation Officers, attorneys and financial and technological options.

This Deputy Clerk of Circuit Court IV position is expected to have advanced level knowledge including case management, and a high degree of demonstrated competence and knowledge of the circuit court environment. This position has significant responsibilities to evaluate and make recommendations, including technological opportunity options and workflow analysis reports directly to the criminal supervisor, and assistant supervisor, including the Chief Deputy of Circuit Court II.

This Deputy Clerk of Circuit Court IV will coordinate with other criminal staff and procedures to avoid life threatening and /or financial audit errors working with the criminal supervisor and assistant supervisor daily operations and activities based on analysis of data or information. This position will lead and train or reemphasize fundamentals including new laws and technology by determining work procedures, assigning duties, maintain harmonious relations and promote efficiency.

Act as a liaison for preparing the Criminal Docket for specific courtroom(s) by reviewing the docket to ensure the accuracy of criminal cases to be heard by the Judge

Assembles, Organizes & Distributes Court docket in advance of hearing dates to the Circuit Court Administrator(s), the Commonwealth Attorney’s Office and Sheriff Deputies for Circuit Court.

Update, index and scan scheduling orders and hearing request forms

Drug Court: updating clerk worksheets, preparing criminal court jail cards and capiases as directed by the Judge and typing Court orders respectively.

Researches, analyzes, and summarizes information relating to assigned area of responsibility for replying, processing or disseminating circuit court criminal email inquiries and requests.

Monitors new laws, rules and regulations to be administered in the Clerk’s office as new policies and/or procedures necessary for all legislative changes.

When necessary, will lead and attend meetings to review practices and procedures of the Criminal division.

Coordinating the auditing, processing and submission of jail cards to the Sheriff’s Records Division

Evidence Room Custodian reviews and enters evidence made as exhibits by the Judge on Civil and Criminal Case hearing

This Deputy Clerk of Circuit Court IV position will work with the criminal supervisor and assistant supervisor to go over staff procedural errors and correct any work performance errors, Will be expected to put together with the deputy clerk’s positions work training manuals.

With new legislative mandates including the sealing bill, and COVID-19 mandates, this position will serve as a safeguard to the Chief Deputy Clerk I and criminal and financial staff, to improve efficiency with the work within the Criminal and collaborate with other Divisions.

Prior courtroom and office experience, previous experience working with judges is a plus. Must have circuit court experience or transferable skills and knowledge from the lower courts (minimum of 5 years). Experience should include, but not limited to: courtroom, processing appeals, including supreme court, court of appeals, general district and juvenile domestic relations courts.

Must be familiar with the transmittal financial process procedures, including jail card audits, receipting audits, closing inactive criminal cases, scheduling orders, replying to judges’ orders and attorney’s motions. Communicate professionally to all customers, i.e. judges, commonwealth’s attorney, attorneys, public safety and law enforcement personnel, probation officers, magistrates and public at large.