Justice of the Peace #4 Court Clerk

GENERAL DESCRIPTION This full‑time (40 hours per week) administrative position supports the Justice of the Peace for Burnet County. The office clerk performs clerical duties, follows established procedures, refers administrative problems to the Judge, and occasionally supervises the part‑time clerk. ESSENTIAL RESPONSIBILITIES AND DUTIES Collect, count, and disperse money from fines and fees for the Justice Court. Perform basic bookkeeping, record financial transactions, and make daily deposits. Communicate with customers who come into the office, call on the phone, email the Judge, or otherwise contact the court. Verify that a plea has been made and explain information regarding options for defendants’ offenses. Explain procedures for filing civil suits. Explain the right of trial by Judge or Jury. Address complaints, take messages, and direct them to the proper agencies. Return calls as needed, screen phone calls, and keep current notes in file jackets and in the computer, maintaining all records. Set appointments for the Judge with defendants and/or juveniles with a parent or guardian. Create civil suits in the computer system, compile related records, organize and set hearing dates, mail out notices and judgments to appropriate parties, dispose and file. Assist the Judge in handling all matters before the Court, in the office or during trials. E‑mail the District Court Coordinator for requests for courtroom prior to trials and post‑hearing notices for Courtroom 2, board in hallway, near the courtroom, 24 hours prior to hearings for JP2 court. Continue administration of the office in the absence of the Judge. Create any new Class C misdemeanor tickets and complaints in the computer, compile related records, send out notices for trials and hearings, assist the County Attorney during pre‑trials and trials, as well as assisting the Judge, dispose and file. Create any new free‑standing warrants, EPOs, mental commitments, warrants and any related documents; create inquest information and input death certificate information online; keep records and file. Operate office machines such as computers, phone systems, copies, scanners, fax machines and calculators. Must leave a voice message on the phone for any scheduled jury trials to either appear as required or if the case has been cancelled; leave a message on the phone for any holiday closings. Keep custody of court records: Inquest Docket; Magistrate Docket; Juvenile Docket; Parks & Wildlife Docket; Traffic Docket; Criminal Docket; county and District Warrants; Fail to Attend School Docket; Small Claims Docket; Justice Civil Docket; Eviction Docket; Community Service Docket; Non‑Traffic Docket; Mental Commitment Docket; Administrative Docket; Appellate Docket; Emergency Protective Order Docket; Magistrate Warnings; Financial County and State reports; OCA Monthly report; County monthly audit report; daily receipt and balance report. Open, sort and route incoming mail, answer correspondence, and prepare outgoing mail. Schedule weddings, keep courtroom schedule, verify information on citations and complaints, and set up file on docket jackets. Enter or remove a violator with a warrant into Omni Base and maintain records for the Omni Base system. Process and prepare official court documents in the form of letters, notices, subpoenas, citations, warrants, monthly reports, and OCA reports online. Maintain and update mailing addresses and case information using the computer and notation. Review files, records and other documents to respond to public requests, attorneys, judges and other entities that deal with the court. Regular attendance and timeliness are required. ADDITIONAL RESPONSIBILITIES Attend a 18‑hour yearly continuing education course and specialized training for court certificate (after 18 months). Train new employees. Run errands for the office, including going to the bank for change, post office, and getting supplies needed for court. Perform any other duties as assigned within the scope of the department. EDUCATION REQUIREMENTS High school diploma or equivalent – minimum requirement. Additional training beyond high school – desired minimum requirement. EXPERIENCE AND SKILLS Minimum of 1 year office experience with computer software knowledge and typing skills required. Knowledge of principles and processes for customer service, needs assessment, meeting quality standards, and evaluating customer satisfaction. Knowledge of administrative and clerical procedures and systems such as Word Perfect, Windows, Odyssey, OMNI Base system, copy machine, fax machine and calculator. Managing files and records and completing forms and reports and other office procedures and terminology. Knowledge of the structure and content of the English language, including rules of composition and grammar. Basic arithmetic skills: adding, subtracting, multiplication, division and percentages; ability to select the appropriate mathematical method or formula. Basic bookkeeping and accounting principles and practices, including banking and reporting of financial data. Active listening and ability to give full attention to others, ask questions appropriately, and not interrupt. Ability to work with diverse personalities, read body language, and communicate effectively. Understanding of written sentences and paragraphs in work‑related documents. Effective verbal communication skills; ability to speak and talk clearly so others can understand. Effective written communication skills; ability to read and understand information and arguments in writing. Ability to concentrate on a task over a period of time without distraction; ability to multitask and respond to incoming phone calls and assistance to walk‑ins. Must be bonded as a county employee for collections of money. May be a notary public for the State of Texas as court clerk, if the Judge prefers it; can notarize sworn statements for court documents only if a notary public license is held. PHYSICAL DEMANDS AND WORK ENVIRONMENT The employee frequently talks, sees, sits, stands, kneels, walks, climbs, feels, uses fingers to type and handle paperwork, and extends arms. The employee sits for prolonged periods of time and may lift up to 40 pounds occasionally. Specific vision required includes close‑up and distance vision. SPECIAL CONDITIONS Employee must maintain a valid Texas Driver’s License and insurance for their vehicle, used to run errands occasionally. Overtime may be required. Proper business attire must be worn daily. #J-18808-Ljbffr