Court Office Clerk

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Nature of Work

Open Until Filled. The Court Office Clerk responsibly performs a variety of clerical and administrative support assignments in data entry of tickets, motions, hearings, notices and maintenance of files. Technical responsibility for performing varied financial transactions work. Work is performed under the general direction of a supervisor. Successful applicant must be able to work independently with minimal supervision.

Essential Functions of Work

• Receives customer payments; answers customer questions; recommends adjustments to customer accounts to a supervisory authority.
• Enters data from cases filed in Municipal Court into case management and Full Court Systems.
• Enters and disseminates sentencing data to the receipts department, police department, state and other external agencies in conjunction with state law sentencing requirements.
• Processes documentation from defendants and attorneys regarding pleas, hearings, trials and continuance of trials according to the Montana Code Annotated and the Rules of Court.
• Responds appropriately to inquiries from the public and other agencies.
• Inputs new data and updates to computer files regarding representation, trials and hearings.
• Processes reports concerning defendants from external agencies in regard to non-compliance situations.
• End of day balancing includes:
  • Prepares and/or records, receipts, invoices and other related financial documents.
  • Maintains a complete set of accounts, including journals, general and other ledger accounts.
  • Sorts, checks, verifies and enters data into computerized records; computes, files and indexes various data; verifies payments.
  • Verifies, analyzes and reconciles accounts.
  • Balances receipts, receives and disburses money; records financial transactions; and reconciles errors in various accounting records.
• Assists with departmental projects as requested by supervisor.

Education and Experience

High School diploma or equivalent. NECESSARY SPECIAL QUALIFICATIONS

• Ability to be bondable and insurable.
• Candidate must possess or have the ability to obtain a valid Montana driver's license.

Requirements of Work

• Knowledge and proficiency in Court office duties and responsibilities
• Knowledge of general office procedures; English usage, spelling, grammar, and punctuation; court procedures and legal terminology; bookkeeping and record keeping practices; Microsoft Office Software (Word, Excel, Outlook Internet, and e-mail.
• Ability to file, create tracking databases, enter data, and operate office machines such as label maker, printers, copy and fax machines, scanner and cash registers.
• Ability to count money, make change and balance registers.
• Ability to analyze, assemble accurate detailed information from various databases.
• Maintains standards of confidentiality and professionalism in working with personal information and the public.
• Exercises interpersonal communication skills and etiquette with public and coworkers and establish relationships accordingly.
• Communicate effectively orally and in writing and be able to follow verbal and written instructions.
• Ability to maintain concentration during frequent interruptions and maintain composure when dealing with angry, distraught, and distracted public.

CORE COMPETENCIES

• Highest Degree of Confidentiality
• Highly Ethical
• Accuracy

SUPERVISORY RESPONSIBILITY This position does not supervise staff. WORK ENVIRONMENT Work is performed primarily in an office environment. PHYSICAL DEMANDS While performing the duties of this job, the employee is frequently required to stand, walk, sit, bend, twist, reach, ride and perform similar body movements. Must have the ability to perform light physical work and to lift and carry up to 25 pounds at a time; the possession of hand/eye coordination sufficient to operate a personal computer, office equipment and a motor vehicle; the ability to talk and hear in person or by telephone; and the ability to see and read instructions and reports. EXPECTED HOURS OF WORK The work schedule is a 40-hour work week, Sunday through Saturday. Work is typically performed Monday through Friday. This position is a non-exempt and eligible for overtime. Any overtime must be authorized prior to working. TRAVEL Travel is primarily local during the business day. Occasional travel may be required to attend off-site training and educational opportunities.

Full-time Employee Benefits

The City of Great Falls offers a complete benefits package to our full-time employee including medical, dental, and vision insurance, retirement/pensions, paid holidays, vacation and sick leave. The City offers life and long term disability insurance to all full-time non-union employees. Union employees receive longevity pay. Optional plans are available for employees that include AFLAC, flexible spending account, and 457 deferred compensation accounts.