Pretrial Services Clerk

Description

Under the general supervision of the Deputy Court Administrator serves as administrative support for the Pretrial Services Division of the Circuit Court. Perform a variety of routine and complex clerical assignments.

Essential Functions

• Performs a variety of general office functions including serving as a receptionist, answering phones, typing, copying, scanning, faxing, filing, inventorying, indexing, sorting, taking and delivering messages, and processing incoming and outgoing mail, courier mail and interdepartmental mail. Provides basic information to Pretrial Services clients, family members, and other members of the public.

• Collects and maintains both physical and electronic pretrial data, which includes entry of information required for pretrial case initiation, updating information received from various sources, and entering dispositional information used to close the pretrial case. Will be using case management systems, document management systems and other computer programs.

• Identify and investigate bond condition discrepancies within Pretrial Release Orders and communicate with the appropriate sources at the District Court about the discrepancies and how to correct them.
• Collects and compiles statistical data from collaborative criminal justices systems and judiciary. Develops reports of various pretrial measures as requested by the Deputy Court Administrator or Sr. Pretrial Services Investigators.
• Completes various forms and drafts various pretrial orders for Judicial signature as requested by the Investigators or by the Circuit Court Judges. Drafts Pretrial Release Orders that are expiring in LEIN for Judges signature and routes them to the Circuit Court Clerk’s Office for transmittal to LEIN.
• Updates and maintains pretrial supervision records to reflect the most contact information for defendants in supervision status. Ensures the Court, Prosecuting Attorney, Office of Public Defender or retained counsel have access to all updated defendant contact information.
• Conduct daily checks of jail database to locate defendants who have been releases from custody for both in-county and out-of-country. Tracks defendants custody status that have been transferred out-of-country for matters in other jurisdictions.
• Maintains office files. Operates various types of office equipment such as audio and video conferencing system, copy machine, personal computer, and facsimile machine.
• Serves as the primary backup for the Bindover Clerk, handling the bindover process during times of prolonged absence and Felony pleas in times of regular absence.
• Attends and participates in scheduled staff meetings and in-service training sessions relevant to Pretrial Services and its case/client/document management systems. Records meeting minutes for the Pretrial Services Department staff meetings.
• Assists with the training of interns and new employees in Pretrial Services.
• Performs other duties as assigned by the Deputy Court Administrator of the General Trial Division.

The above statements are intended to describe the general nature and level of work being performed by people assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.

Employment Qualifications

Education: High school graduation or equivalent.

Experience: Between six months and one year of experience working in legal office or in a court or criminal justice system that included data entry and word processing.

Other Requirements:

Demonstrates effective communication skills by engaging, interacting and working with all individuals to ensure clarity and understanding in all interactions.

The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria.

Requirements and Working Conditions

Physical Requirements:

• This job requires the ability to perform the essential functions contained in this description. These include, but are not limited to, the following requirements. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements:

• Ability to enter and retrieve data from a computer.

• Ability to access all files.

• Ability to access various locations of the court.

Working Conditions:

• Works in office conditions that requires contact with individuals on conditional release who may be prone to anger and violence.

UAW E

Updated May 2025

Updated Nov 2018