Deputy Court Clerk

Description:

Employment Status: Full Time FLSA Status: Non-Exempt

Department: Municipal Court

Reports To: City Clerk

Position Summary

The Deputy Court Clerk is responsible for performing administrative and clerical duties in support of the municipal court. This position ensures accurate recordkeeping, manages case files, schedules hearings, collects fines, and provides assistance to the public, attorneys, law enforcement, and other agencies. The Deputy Court Clerk plays a key role in maintaining the efficiency and integrity of municipal court operations. The Deputy Court Clerk duties also include general administrative support and backup to designated staff as needed.

Essential Duties and Responsibilities

• Perform a full range of clerical duties as assigned by the City Clerk. Employees are cross trained in all functions of the department.
• Answer phones and direct calls to the proper department, greet citizens and direct them to the proper department.
• Prepare, maintain, and update court records, case files, and dockets.
• Process citations, complaints, warrants, subpoenas, and other court-related documents.
• Schedule court hearings, trials, and arraignments; notify parties as required.
• Collect and record fines, fees, bonds, and court costs; issue receipts and maintain financial records.
• Assist judges, attorneys, law enforcement officers, and the public with court-related inquiries.
• Prepare correspondence, reports, and legal notices for court proceedings.
• Ensure compliance with state statutes, municipal ordinances, and court policies.
• Provide courtroom support during hearings, including recording proceedings and maintaining order.
• Maintain confidentiality of sensitive information as well as maintain the office filing systems and ensure City records are kept up to date.
• Respond to public inquiries in a courteous manner and provide information within the area of assignment in person or by telephone.
• Accept and post all payments taken at the walk up counter or via telephone.
• Maintain record of funds taken as assigned by City Clerk.
• Maintain the City’s record retention and disposition schedules; preserve and protect the City’s historical records and information.
• Proofreading Council agendas and minutes.
• Perform other duties as assigned to support efficient operations

Qualifications, Education, and Experience:

• High school diploma or GED required; additional coursework in criminal justice, legal studies, or business administration preferred.
• Previous experience in court administration, legal office, or municipal government strongly preferred.

Knowledge, Skills, and Abilities:

• Knowledge of court procedures, legal terminology, and recordkeeping practices.
• Proficiency in Microsoft Office Suite and court management software.
• Strong organizational skills and attention to detail.
• Ability to handle confidential information with discretion.
• Excellent communication and customer service skills.
• Ability to multitask, prioritize, and meet deadlines in a fast-paced environment.
• Perform a variety of specialized clerical, office support work involving the use of independent judgment and personal initiative.
• Ability to maintain an effective working relationship with those contacted in the course of work.
• Ability to type, enter and retrieve information from a computer system.
• Ability to receive, relay and transfer information accurately.
• Ability to research, analyze, interpret and prepare a variety of documents and reports.
• Ability to solve problems and deal with a variety of known variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, or diagram formats.

Requirements:

Requirements & Work Environment

• Must be eighteen years of age or older
• Must have a high school diploma or equivalent
• Work is typically performed in an office or courtroom setting.
• Requires sitting, standing, and use of standard office equipment.
• May require occasional lifting of records or office supplies (up to 25 lbs).
• Must be able to bend, twist, stoop and lift on an as needed basis.

Knowledge of office practices, procedures and equipment