Duration - Long TermThe Clerical Support position is one of the initial points of contact that provide the general public, attorneys and other government agencies access to the court system and to the services provided by the client.
The position is primarily responsible for providing immediate, personal court-related services to the general public, attorneys and other government agencies. The position requires a comprehensive knowledge of court practices and procedures as it relates to diverse case types: civil, family, paternity, small claims, traffic, forfeiture and criminal. The position must efficiently transfer knowledge to a particular situation and perform duties in the presence of the patron while they wait at the window or over the phone.
Essential Duties and Responsibilities
- Open, process, and distribute mail correspondence.
- Process interim filings (i.e. motions, affidavits, jury requests) and determine appropriate disbursement of the documents.
- Respond to incoming requests for services not provided by the courts department by referring court users to other resources, including county agencies, legal aid services, state agencies, and other public and private social services.
- Scan documents.
- Answer telephone calls from the general public, attorneys, police agencies, other governmental agencies responding to inquires accurately and independently or referring as needed to the proper party.
- Greet attorneys, litigants and citizens daily; determine the nature of their visit and service being sought.
- Determine if customer is filing proper documentation, paying appropriate fees and advise as to proper filing requirements and/or service per state statutes. Explains procedures, court forms and verifies information.
- Docket and scan requests, set cases for hearings, satisfy judgments, produce transcripts and produce writs when determined appropriate or as ordered by the court.
- Perform after-court criminal/traffic processing (i.e. calculate fines, costs, appropriate surcharges and restitution; prepare payment envelopes; determine the status of cash bail posted if appropriate; produce OWI assessment; produce appropriate paperwork for the DMV, probation and parole and Alternatives to Incarceration (ATIP); advise party of various payment options; advise party of alcohol assessment/Victim Impact Panel responsibility, and process community service or Alcohol Smart referrals.
- Receipt payments for fines, restitution and other court related fees.
- Prepare cash and signature bonds, receipt bond monies, complete appropriate paperwork to document bond monies received, and refund bail when ordered.
- Prepares a variety of complex legal papers such as commitments, judgments, warrants, orders of transfer, notices of case rescheduling, bonds conditions, judgment of convictions, compile pre-sentence investigation data, assessments, revocations/suspensions, and civil judgments.
- After preparation of court documents and notices, must disseminate to the appropriate agencies; County Jail, Dept. of Corrections, Probation & Parole, Dept. of Transportation, Dept. of Human Services, local agencies, attorneys, or defendants.
- Receive, process and issue voluminous court documents including, but not limited to, jail releases, warrants, and protective orders.
- Remain knowledgeable on changes and enhancements to the eFiling system.
- Assist attorneys and litigants with eFiling questions and troubleshooting.
- Backup in other areas as needed.
- Other duties as assigned by the Courts.
Supervision ReceivedReceives general supervision from the Court, Administrative Deputy, or Case Manager.
- Minimum of a High School Diploma or GED Equivalent.
- One (1) to three (3) years clerical experience, preferable in a legal or judicial office.
- Any equivalent combination of experience and post secondary education, which provides the required skills, abilities, and knowledge, will also be considered.
- Computer experience, keyboarding and word processing experience is required.
- Experience working with the general public preferred.
- Prompt and regular attendance.
Skills, Knowledge & Abilities
- Ability to understand and follow directions.
- Ability to follow established work rules, policies and procedures and able to exercise a certain amount of independent decision making in accordance thereof.
- Ability to effectively communicate in both oral and written form to convey information effectively.
- Ability to organize and systematically handle a large volume of information, documents, and files.
- Ability to proofread and edit work for accuracy and detail under critical deadlines.
- Ability to promote impartial administration of the judicial system.
- Ability to work well under stressful conditions.
- Ability to maintain confidentiality of sensitive, personal, and graphic/explicit materials and information.
- Ability to operate standard office equipment and software programs.
- Ability to work with customers who may not communicate effectively and might be angry or use other demeaning behavior.
- Ability to communicate in a courteous, effective, and professional manner with other employees and the general public.
- Knowledge of the Court, court practices, and/or legal terminology.
- Organization and ability to multi-task to complete administrative work duties while assisting the public; ability to remain calm and ability to handle stressful and potentially volatile situations and potentially upset customers.