Adminstrative Court Clerk

Job Title:  Administrative Court Clerk                            Grade:  TBS4
Department:  Judicial                                FLSA Status:  Non-Exempt
Division:  Municipal Court                                Date Prepared:  June 2002
Reports To:  Court Administrator                            Date Revised:  December 2011

ADMINSTRATIVE COURT CLERK
POSITION PURPOSE:
    Provides assistance to court participants, processes fine payments, maintains associated documentation and distributes bench warrants and other pleadings as instructed by the presiding judge to ensure accurate records for the judicial system in the City of Arvada.  Provides routine administrative and customer service duties

JOB KNOWLEDGE - Essential Functions, Knowledge, Skills and Abilities

1.  Customer Service, Teamwork, and Communication
a.    Provide customer service assistance to internal and external customers.  Answers inquiries and provides instructions to court   participants in person and by telephone.    Manages irate customers utilizing excellent listening and communication skills.
b.    Demonstrates a respectful attitude toward citizens and coworkers, encouraging teamwork, open communication and effective customer service.
c.    Ability to effectively communicate and interact with all levels of personnel within the city in a positive and cooperative manner.
d.    Effective written and verbal communication skills.
e.    Demonstrates ethics and integrity by being truthful, honest and trustworthy.  Accountable for words and actions.
f.    Ability to acquire technical knowledge to perform tasks and answer questions in an independent manner.

2.  Documentation Maintenance
a.    Process incoming summonses, enter information into the court’s computer database.  Accesses DMV and CCIC/NCIC to obtain criminal histories and driving records, ensure the proper fine information is assessed to each summonses, confers with city attorney if needed and determines plea agreements, penalties or required court appearance in accordance with prosecutor guidelines.
b.    Issues and distributes bench warrants in accordance with court guidelines; tracks court ordered classes, counseling and related orders.
c.    Clears warrants, maintains database records and schedules court appearances and continuances as necessary.
d.    Schedules hearings with attorneys and foreign language interpreters.
e.    Opens cases, creates case files and files in appropriate docket dates.  Closes case files and complies with state archive guidelines.
f.    Conducts court check-in of defendants and assists Judge with court docket.
g.    Provides clerical support to the Judge in courtroom and swears in witnesses and jurors as needed.
h.    Reviews all files received from court to ensure proper entries of the court’s orders have been made in the computer and properly recorded on notices to defendant.
i.    Maintains juror records and summons jurors, as necessary
j.    Prepares appeal case files for district court according to district court guidelines.
k.    Basic knowledge and experience in all facets of office administrative practices including word processing, data entry, spread sheets and filing.
l.    Basic knowledge of court proceedings and related processes.

3.  Financial Functions
a.    Possess a basic knowledge of bookkeeping practices.
b.    Make payment arrangements, collect fines, maintain and reconcile case financial records in database.
c.    Handles daily payments in the form of cash, credit cards and checks.
d.    Reconciles and prepares reports on daily receipts, credit card transactions, bond account and petty cash.
e.    Prepares and calculates monies required for jury trials.
f.    Excellent organizational, multi-tasking, detail-orientation and time management skills.

OTHER FUNCTIONS:
1.  Other duties as required.

—Employees are held accountable for all duties of this job—


SCOPE OF AUTHORITY:
Receives general supervision under the direction of the court administrator.  Duties and tasks are varied but standardized, semi-routine in nature.  Daily priorities are established by supervisor; however, expected to evaluate and respond to new situations that require immediate attention.  Generally detailed procedures cover the majority of the work, but often times decisions have to be made based on organizational policy and/or precedent.  Impact of error is highly serious.

Financial Accountability:
Clerks collect and receipt revenue, process money on bonds and make change.  They are responsible for daily reconciliation and balance of cash drawers.

SUPERVISION EXERCISED:
    No supervisory responsibility.

COMMUNICATION/WORKING RELATIONSHIPS:
Internal Contacts:  Court administrator, judge, support specialists, city attorney, police officers, communications specialists, animal management officers and code enforcement Staff.

External Contacts:   Citizens, attorneys, various outside agency personnel and jail staff.

WORKING ENVIRONMENT/PHYSICAL ACTIVITIES:
    Work is primarily performed in an office environment.

MINIMUM EDUCATION OR FORMAL TRAINING AND EXPERIENCE:
High school diploma or GED; three (3) years of customer service and progressively responsible clerical experience; one year experience in a court clerk environment highly desirable.  Equivalent combinations of education and experience may be considered.  Must have or be able to obtain CBI clearance for CCIC/NCIC access and pass a criminal background check.

MATERIAL AND EQUIPMENT DIRECTLY USED:
Requires use of standard office equipment.  Microsoft Word, Excel, Justice System Records Management software, CCIC/NCIC and imaging software used.

Note:    This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.

EQUAL OPPORTUNITY EMPLOYER