Court Clerk

Court Clerk

Under general supervision, performs legal clerical work in the support of the operations of a Municipal Court.

Essential Duties and Responsibilities

The following duties are not intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.

• Responds to complex inquiries from subordinates, Judges, attorneys and the public; prepares correspondence and legal documents.
• Maintains legal files; enters and maintains data in automated court case management system; receipting documents; answers telephones.
• Prepare correspondence, forms and reports such as reinstatement letters, jail commitment orders and other Court documents for City departments and other governmental agencies; maintain files and records and provide assistance in all areas of court operations as needed.
• Coordinate the jury panel; act as bailiff for court actions as required; prepare courtroom, judge's bench and daily paperwork.
• Set, log and notify appropriate parties regarding hearings for motions, evidentiary motions, and domestic violence orders.
• Audits and verifies court or case files for discrepancies.
• Maintains detailed bookkeeping and accounting records for monies received by the court for fines and forfeitures; prepares deposit slips, deposits funds, and forwards copies to designated agencies.
• Supports courtroom-related services; follows court policies and procedures for file creation and maintenance, data entry, issuing and accepting documents and forms, accepting and receipting monies, and other specific Court duties and assignments.
• Prepares case files, records and supporting documentation for court action; reviews case files and materials for completeness prior to court proceedings; files and dockets pleadings in court files.
• Ensures proper procedures, policies and operations of the Court are followed to ensure legal integrity with State revised statutes, case law and rules; maintains the records of the Court and their integrity.
• Files criminal disposition records with the Arizona Department of Public Safety, Motor Vehicle Department and Board of Education as required by law.
• Maintains court records and charges filed in court cases, and the disposition of each charge.
• Prepares and sends out warrants, complaints, summons and various notices.
• Supports the Court Administrator with bond/restitution processing; processes checks and verifies restitution payments; prepares certificates of bond exoneration for bonding agencies or prepares checks for bond poster; tracks and reconciles bonds; dockets cases and updates case status.
• Prepares and transcribes minute entries.
• Collects, posts, and balances fines and fees, and accurately reconciles daily cash transactions using court-specific computer software, reviews and verifies accounting records in accordance with Minimum Accounting Standards.
• Responds to requests for information; provides assistance to the public within scope of authority.
• Performs other duties as assigned or required.

Minimum Requirements

High School diploma or GED equivalent, and one (1) year of clerical and computer experience. Special Requirements: May be required to obtain certification for appointment as Civil Traffic Hearing Officer, and Arizona Committee on Judicial Education and Training (COJET) accreditation is required.

Supplemental Information

Necessary Knowledge and Skills:

• Knowledge of City policies and procedures.
• Knowledge of court procedures, legal terminology and business English.
• Knowledge of confidentiality standards as required by court rules or statutes.
• Knowledge of rules and regulations regarding civil traffic processes and courtroom behavior.
• Knowledge of basic accounting standards.
• Knowledge of the principles of record keeping and records management.
• Skill in interpreting and applying Court standards and procedures, applicable state rules and regulations, and City policies and procedures.
• Skill in explaining court procedures and processes in a clear, concise, and comprehensive manner to attorneys, litigants, and the public.
• Skill in establishing and maintaining cooperative working relationships with employees, officials, other agencies and the general public.
• Skill in handling high volume of assignments.
• Skill in operating a personal computer utilizing a variety of business software.
• Skill in following and effectively communicating verbal and written instructions.

Physical Demands / Work Environment: Standard court environment. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as needed. The City does not hire at the top of the range. Candidate may start above the beginning of the range depending on qualifications.

Benefits

This is a general summary of benefits afforded City of Casa Grande employees. The information contained herein is not exhaustive, is not a contract, and is subject to change at any time without notice. Specific current benefit information is available from the Human Resources department. Questions about this information should also be addressed to the Human Resources department. This information generally applies to regular full and part time employees.

HEALTH, DENTAL AND VISION INSURANCE: The first of the month following 30 days of employment, employees are eligible for insurance coverage. The cost of employee health, vision and dental insurance is paid by the City. Employees may cover eligible dependents with the City paying one-half of the expense and the employee paying one-half.

LIFE INSURANCE: The city covers the cost of employee life insurance coverage. Employees earning more than $20,000 per year have a life insurance benefit of 50% of their annual salary. The basic employee life insurance benefit for employees earning less than $20,000 per year is $10,000.

SUPPLEMENTAL INSURANCE: The City allows several types of supplemental insurance offered by companies to employees through payroll deduction. The City does not endorse these products, which include supplemental life, accident, short-term disability, cancer, intensive care, legal services and identity theft.

WORKER'S COMPENSATION INSURANCE: All City employees are covered for on-the-job injuries through worker's compensation insurance. Premiums for this coverage is paid by the City and are based on payroll.

COMMUTING INSURANCE: Employees are automatically covered when traveling to and from work in the event of catastrophic injuries resulting from an accident.

RETIREMENT PLANS: City employees are assisted in planning for retirement in several ways. All employees, except firefighters, contribute a mandated percentage of their gross wages to the Social Security System and a Medicare tax, which is also matched by the City. In addition, all regular City employees are enrolled in a retirement plan, Public Safety Retirement for police officers and firefighters, and the Arizona State Retirement System for all others. The employee and City contribution rates are as follows:

Plan Employee Contribution City Contribution

State Retirement 12.22% 12.22%

Public Safety (Police) Depends on membership date into Retirement System

Public Safety (Fire) Depends on membership date into Retirement System

457 DEFERRED COMPENSATION PLAN: The City also offers a voluntary 457 Deferred Compensation Plan through ICMA Retirement Corporation. The City does not match employee contributions.

SHEAKLEY FLEXIBLE BENEFITS: Qualified expenses, such as dependent insurance premiums, dependent care and health care expenses can be deducted directly from your paycheck and claimed for reimbursement when used. These deductions are taken before taxes, reducing your taxable income.

EMPLOYEE ASSISTANCE PROGRAM: The Employee Assistance Program (EAP) provides free, confidential counseling to employees and their immediate family members.

LONG-TERM DISABILITY PROGRAM: Employees enrolled in the Arizona State Retirement System pay premiums to be covered by the System's Long-Term Disability Program (LTD). Benefits are provided to qualified members who are unable to work due to a disability after six months.

HOLIDAYS: The City of Casa Grande observes ten holidays each year, including one floating holiday.

PAID TIME OFF: All regular, full-time and eligible part-time employees will accrue/earn Paid Time Off (PTO) beginning on the employee's first day of employment with the City. Employees are eligible to utilize accrued/earned PTO immediately. There is an annual graduated accrual schedule, capping at 12 years. Regular part-time employees who work less than full-time but more than 1040 hours per year shall accrue PTO at a rate of 3.077 hours per pay period worked.

FAMILY DEATH LEAVE: The City has a policy, which allows time away from work in the event of the death of a family member as defined by