Chief Deputy Clerk

Job Title

Chief Deputy Clerk

Job Description

Nature of Work: Under general supervision of the Clerk of Court and is responsible for the preparation of court-related documents; supervision of Deputy Clerks; requisition of supplies as needed, and preparation of reports. Accuracy and timeliness in processing legal papers, including appeals and objections. Perform other work as requested. Immediate Supervisor: Clerk of Court

Examples of Duties

Essential Functions [ specific work assignment(s) will vary ]

• Supervises and assigns work to Deputy Clerks. Directs and answers questions concerning work assignments and processes. Reviews Deputy Clerk work both in progress and upon completion to ensure that quantity and quality of work are acceptable.
• Supervises the Deputy Clerks, is responsible for checking daily logs for prisoners released in the local jail and oversees all documentation and communications to jail staff concerning prisoner incarceration status.
• Provides and/or directs the training for Deputy Clerks and identifies additional training needs of subordinate employees. Appraises performance of subordinate employees. Assists in improving deficiencies. Responsible for on-going documentation of procedures for all clerk functions.
• Reviews and approves employee timesheets to ensure accuracy and compliance with payroll policies. Schedules and approves leave requests, including vacation and sick leave, while maintaining adequate coverage. Tracks attendance, addressing patterns of absenteeism or tardiness as needed.
• Responds to and resolves staff complaints or grievances, and de-escalates workplace conflict situations by explaining court processes, policies, and procedures, requiring conformity with same. Administers non-termination discipline as necessary or refers matters to the Clerk of Court as appropriate for more serious disciplinary responses.
• Reviews activities of subordinate staff to maintain accuracy and legal adequacy of court records and papers issues by the Court. Implements internal controls to minimize errors and maintain the integrity of court records.
• Identifies and recommends improvements in operations to ensure efficiency and cost savings, including evaluating staffing needs, deployment, and employee performance.
• Oversees compliance with all applicable local, state, and federal rules governing court operations.
• Supervises all case opening procedures; receives, reviews, posts, files, and assigns case dockets to all filed cases, including without limitation all misdemeanors, small claims, evictions, felonies, tickets or e-tickets complaints, civil cases, sealing of record petitions, administrative license suspension ("ALS") appeals, and driving privilege requests.
• Supervises all case maintenance and closure procedures up to and including service. Establishes and maintains files and computer records on all court matters, including without limitation, as to all case types.
• Supervises the timely and on-going electronic processing of all case activity in the criminal/traffic and civil division.
• Supervises and participates in the recording and maintenance of court records; prepares and submits various court-related reports and records as required.
• Supervises the continuous monitoring of filed documents and ensures their appropriate and timely processing.
• Confirms the cash amount assigned to each clerk window at the beginning and ending of each day.
• Responsible for timely and accurate submissions to Bureau of Motor Vehicles ("BMV") as required, including without limitation driving permit submissions and suspension information; offense conviction data; administrative license suspension ("ALS") data; vehicle registration blocks and license blocks; license and/or license plate impoundments; and includes corrective information for prior submissions to BMV as required.
• Advises Clerk of Court of any equipment or supplies necessary for the clerk staff.
• Supervises the posting and maintenance of all court journals and case dockets; assures that all appropriate court records are maintained and are available for proper public record requests.
• Oversees the assistance and instructions provided to parties contacting the Court in reference to their case.
• Issues subpoenas, summons, warrants on complaint, warrants for failure to appear, and all other legal process and documents as necessary.
• Supervises accuracy of arrest warrants issued.
• Adheres to and ensures compliance with established safety precautions, anticipates unsafe circumstances, and acts to prevent accidents.
• Handles citizen complaints and inquiries regarding court operations in a professional manner.
• Responds to inquiries requiring broader knowledge of municipal court operational policies and procedures.
• Assists the public and all those who contact the court by providing general information in person, by telephone, or by written communication.
• Reviews and maintains confidentiality of non-public data, including but not limited to, non-public records and information contained in LEADS/NCIC and other law enforcement databases.
• Keeps up to date with all legislative changes in procedure, substance, and forms; keeps co-workers and subordinates similarly informed.
• Performs all related duties as authorized or required by law, or as assigned by the Clerk of Court.
• Demonstrates the ability to exercise good judgment in emotionally stressful situations.

Typical Qualifications

High school diploma or equivalent required; associate's or bachelor's degree in criminal justice, public administration, business administration, or a related field is preferred. A minimum of three (3) years of progressively responsible experience in a court, legal, or governmental office is preferred, with at least two (2) years of supervisory, lead worker, or comparable leadership experience. Equivalent combinations of education, training, and relevant experience demonstrating the knowledge, skills, and abilities necessary to perform the essential functions of the position may be considered. The successful candidate must possess a thorough knowledge of court operations, applicable Ohio laws, court rules, and office procedures; demonstrate strong organizational, communication, and problem-solving skills; exercise sound judgment and discretion when handling confidential information; be proficient in computer applications and case management systems; and possess the ability to effectively supervise, train, motivate, and work collaboratively with court staff, judges, attorneys, law enforcement agencies, and the public while maintaining a professional and courteous demeanor.

Supplemental Information

Knowledge, Skills and Abilities: General knowledge of the legal system, state and municipal codes and ordinances as well as established policies and procedures. Ability to interpret the Ohio Revised Code. Possesses general knowledge of legal terminology and phrasing. Possesses, acquires, and maintains the technical/professional expertise required to do the job effectively and competently, including the ability to operate electronic information systems used by the Court necessary for this position. Ability to multitask on a daily basis and remain flexible in ones day-to-day work assignments. Ability to operate modern office equipment such as the telephone, copier, postage machine, computer terminal, and scanner. Ability to remain professional with the public in emotional situations and communicate clearly to the public and other staff members both orally and in writing. Stress Tolerance: Maintains effective performance under pressure; handles stress in a manner that is acceptable to others and to the organization. Maintains a calm and even-tempered demeanor when handling crises, stressful situations, continuous change, or unexpected developments. Teamwork: Works effectively in a team environment to accomplish organizational goals. Builds constructive working relationships with interested stakeholders to identify and meet mutual goals and objectives. Participates as an active and contributing member of teams with a focus on customer service. Shares information as appropriate and gives credit for team accomplishments. Helps create and maintain strong morale and a feeling of belonging in his/her team. Demonstrates that "true success" is the success of the whole team. Cultural Competence: Values an inclusive organization where the differences of all people are respected, valued, and utilized towards achieving common goals. Respects and relates well to people from varied backgrounds, understands diverse worldviews, and supports equal and fair treatment. Confidentiality: Exercises discretion and sound judgment regarding the confidentiality of all information, including staff information. To the extent exposed to confidential information, the same may not be discussed or distributed pursuant to Ohio Revise Code Chapter 102, including the obligation to refrain from discussing or distributing confidential information to which this position has access. Communication: Clearly conveys and receives information and ideas through a variety of media to individuals or groups in a manner that engages the listener, helps them understand and retain the message, and invites response and feedback. Keeps others informed as appropriate. Demonstrates effective written, verbal, and listening skills. Ability to communicate clearly with the public and other staff members. Dependability and Reliability: Personally responsible and self-motivated; completes work in a timely, consistent manner; is committed to being available during business hours to further organizational goals; demonstrates regular and punctual attendance; arrives prepared for work; is committed to doing the best job possible. WORKING CONDITIONS: Indoor work is performed in temperatures within the normal comfort zone. While performing the duties of this position the Chief Deputy Clerk may sit for extended periods of time. Work hours typically consist of a forty (40) hour work week. All the above duties and responsibilities are essential job functions subject to reasonable accommodation. All job requirements listed indicate the minimum level of knowledge, skills, and/or abilities necessary