Deputy Court Clerk

Deputy Court Clerk

Works under the administrative supervision of the Court Administrator and Municipal Court Judge performing a variety of clerical and complex duties designed to expedite the functions, actions, judgments, processes, and procedures associated with the office of the City Municipal Court.

Clerical: Receives telephone calls and refers to appropriate person; performs general secretarial duties such as typing letters, memos, and other correspondence; opens and processes mail. Performs related duties as required.

Communication: Answers questions about hearing or trial schedules and assists the public in resolving questions regarding various civil processes and papers; provides information about court procedures and schedules. Maintains liaison and communications with agencies associated with the criminal municipal system such as City Police Department, City attorney, SJC Adult Detention Center, private attorneys, and court-appointed attorneys, city courts, and city offices.

Court Clerical: Receives, computer enters and files incoming misdemeanor/petty misdemeanor charges, citations, and criminal complaints; assigns case numbers; maintains cross-reference recovery system; utilizes legal processes such as summons and bench warrants; attaches Criminal Summons by mail to citations; issues bench warrants and refers to Judge for signature; sends copy to Police Department; computer enters case information; receives and dockets notices of appeal; reviews citation abstracts; prepares packet of case materials for filing with District Court.

Payments: Monitors payment records of defendants to assure conformity to judgments and payment schedules; keeps track of payments made through the mail, computer enters monies mailed or paid in person; posts payment decisions and other information in computerized ledger; accounts for fees, fines, and bond forfeitures or exonerations collected by the court; prepares daily deposits.

Docket: Schedules pre-trials and trials for "not guilty" pleas; maintains calendar of events such as hearings, arraignments, pretrials, motions, trials, and sentencing; notifies or subpoenas involved parties in a timely manner; informs Judge of docket status and schedule; prepares notices of pre-trial and trial; obtains potential witness list and processes according to court procedures; notifies and schedules arresting officer and prosecutor for court appearance.

Courtroom: Types Judgment and Sentencing for defendants; assists Judge with procedures, community service, indigent public defender, etc.

Ongoing Education: Completes clerk training as required by the State Court when it is scheduled and continues to receive training throughout the year as offered by the State. Monitors State code changes as needed to assure compliance with policies, procedures, and practices of the municipal court system.

Minimum Qualifications:

• Education and Experience: Graduation from high school or equivalent; and Two (2) years of experience related to the above or similar duties or customer service; or An equivalent combination of education and experience

Knowledge, Skills, and Abilities:

• Working knowledge of the following: telephone operations and receptionist functions, legal and court terminology, basic accounting and bookkeeping office methods and equipment, complex filing systems and computerized applications for records filing; some knowledge of courtroom protocol and various hearings (arraignment, pre-trial, trial, etc.), local ordinances, laws, and legal objectives, practices and procedures associated with administration of the office of Municipal Judge; general office management principles.
• Typing skill at 60 words per minute; excellent computer skills required.
• Ability to follow complex instructions; work under stressful working conditions created by strict time frames; learn legal and court document formats; learn criminal and civil law as it applies to court processes; manage unhappy individuals and unpleasant situations; communicate effectively, verbally and in writing; develop effective working relationships with co-workers, appointed officials, professionals, and the public.

Special Qualifications:

• Must be bondable and eligible to serve as a notary.
• Must complete clerk training as required by the State Court when it is scheduled and successfully complete annual court training provided by the State.
• Spanish as a second language is strongly preferred.

Work Environment:

• Typical office setting with typical climate controls.
• Tasks require a variety of physical activities such as walking, standing, stooping, sitting, reaching, and not generally involving muscular strain.
• Job functions normally require talking, listening, and seeing,
• Common eye, hand, and finger dexterity is required for most of the essential functions.
• Mental application utilizes memory for details, verbal instructions, emotional stability, discrimination thinking, and creative problem solving.