Clerk of the Superior Court Grant Funded Deputy Clerk

Job Title

Join our team in granting access to justice! Grant funded positions available.

Job Description

Under general supervision, performs routine to advanced work in assisting customers, processing court documents and files, and performs clerical and record-keeping duties for the Clerk of the Superior Court's Office. This is a journey level position that may train or provide direction to Deputy Clerk Trainees. Permanent employment in a grant funded position is not a guarantee, but efforts to move positions will be made to preserve employment should the grant expire.

The Superior Court in Pinal County values your experience. We review every candidate for a salary offer that is both equitable and applicable to the position range. Based upon your direct experience and background, a salary offer will be presented to you within our starting minimum to midpoint of range ($44,337.50 - $49,264).

Pinal County and the Superior Court offer amazing benefits. Who knew there was a workplace that wants to see your wellbeing by providing you with a Sabbatical starting at 5 years of service? Plus paid vacation, sick, and holidays? And benefit plans that include things like hospital coverage, pharmacy, medical, vision, dental... and more! We strive to work hard and reward hard work with our perks and balance.

Typical Classification Essential Duties

Work in this classification requires an individual to be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary classification functions herein described. Since every duty associated with this classification may not be described herein, employees may be required to perform duties not specifically spelled out in this classification description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this description.

• Answers incoming phone calls and emails from public, attorneys, and court staff.
• Responds to questions from court personnel, attorneys, judges, and the public in person, electronically, or in the courtroom.
• Assists customers, attorneys, county, and government agencies with court filings in person, electronically, or in the courtroom.
• Processes new and existing case filings for area of assignment in the Clerk of the Superior Court's Office.
• Maintains working knowledge and meets requirements for accepting and processing case type filings for area of assignment.
• Maintains accurate and complete digital and physical files.
• Maintains, and distributes court judicial calendars.
• Collects data to maintain multiple logs and monthly/quarterly reports for the department.
• Retrieves documents from the electronic case management system and microfilm.
• Receives, processes, certifies and/or issues court documents including protective orders, jail releases, warrants, conditions of release, confinement orders and confidential orders, as required.
• Accepts, marks, and maintains exhibits according to established procedures.
• Prepares, processes, and certifies copies of court documents and files.
• Enters and maintains data in automated case management system.
• Assists with the maintenance of procedure manuals.
• Promotes and adheres to Rules of Civil and Criminal Procedure, Arizona Rules of Family Law Procedure, and Local Rules for Pinal County.
• Recognizes and is familiar with the duties performed in the various departments within Clerk of Court.
• Maintains knowledge of codes and routing of filed documents within area of assignment.
• Answers questions from Deputy Clerk Trainees and provide information and tools and positive customer interaction.
• May lead and train Deputy Clerk Trainees.
• Adheres to teamwork to help enrich lives beyond expectation.
• Maintains absolute confidentiality of work-related issues, customer records and restricted County/Court information.
• Performs other related duties as required consistent with assignment. All assignments are at the discretion of the Clerk of the Superior Court.

Position Specific Duties

Courtroom Clerk

• Attends all Superior Court sessions ensuring there is a memorialization of the court proceeding. Proceedings include Adoption, Civil, Criminal, Family Law, Guardianship/Conservatorship, Juvenile Delinquency, Juvenile Dependency, Juvenile Emancipation, Lower Court Appeals, Mental Health, Minor Abortions, Probate, Protective Orders and Severance hearings.
• Attends hearings where materials (testimony, photographs, and/or videos) involving a sensitive subject matter may be discussed or displayed.
• Maintains knowledge of Judge assignments, hearing dates and court calendar times for reference during hearings.
• Works collectively with judicial staff and adjoining court partners to communicate vital case information during court proceedings and throughout the day.
• Operates courtroom audio and visual equipment to ensure proceedings are properly recorded and available for online streaming, when applicable.
• Records court proceedings in a note-taking manner to complete required minute entry once the hearing is over.
• Administers oaths, affirmations and reads contents of court documents to court participants during court proceedings.
• Records and secures exhibits presented before and during court proceedings physically and/or electronically
• Enters data points during protective order hearings into the electronic case management system. Process interfaces with statewide AZPOINT system which is critical in generating protective order forms and providing real time access to law enforcement.

Jury Clerk

• Assists in the receipt, processing and qualification, sorting, and filing of 60,000 jury questionnaires on an annual basis.
• Processes, scans and performs data entry of juror questionnaire information into electronic case management system.
• Communicates in person, via email, or phone the various components regarding juror qualifications, reasons for excusal/deferments and general juror information.
• Calculates the number of jurors needed to summon for the Superior Court and Justice Courts.
• Prepares and mails juror summons for petit and grand juries.
• Assists with utilization of jury kiosks during juror check in.
• Assigns jurors to trials and generates all related paperwork.
• Provides qualified juror names for State Grand Jury and Magistrate Courts.
• Assumes responsibility for specified duties in the absence of a Jury Manager.

Records Management Clerk

• Processes new and existing case filings by mail, or electronically, for all case types in the Superior Court. Case types include Adoption, Civil, Criminal, Family Law, Guardianship/Conservatorship, Juvenile Delinquency, Juvenile Dependency, Juvenile Emancipation, Lower Court Appeals, Mental Health, Probate, Protective Orders and Severance cases.
• Enters data from all cases and/or filings into the electronic case management system. Data includes case initiation, party information and judge assignment.
• Dockets and scans court documents into the electronic case management system.
• Ensures case records are properly restricted for public viewing in accordance with court orders, statues and/or court rules.
• Enters hearing date information into the electronic case management system to generate court calendars.
• Expediently enters arrest and release information into the electronic case management system to include proper notification to local law enforcement.
• Performs final verification step to ensure records are processed in accordance to statutes and rules established by the Supreme Court.
• Performs audits to verify physical file and the digital record are accurate.
• Verifies, completes, and processes the final dispositions of each felony case to ensure the Nationwide's criminal history reporting system is accurate.

Minimum Requirements to Perform Work

• High school diploma or GED equivalent; AND
• One (1) year experience as a Deputy Clerk of the Superior Court, Trainee, or equivalent court or legal service-related experience such as legal aid, records clerk, etc.

Knowledge, Skills, and Abilities

• Knowledge of court procedures and services.
• Knowledge of clerical and automated court case management systems.
• Knowledge of modern office practices and procedures, and equipment.
• Skill in using data processing systems and other office equipment and machines.
• Knowledge of legal terminology and Business English.
• Knowledge of procedures, guidelines, and statutory requirements that govern duties of courtroom clerks.
• Ability to understand and apply local rules