Clerk III

Clerk III

Under general supervision, the Clerk III performs various complex clerical duties involving legal documents and court records. This position requires knowledge of legal documents, legal terminology, and the ability to understand and follow state laws and/or statutes in accordance to the regulations and policies of the County Clerk's Office. This individual may be utilized in any department of the County Court at Law Clerk's Office including, Civil, Jury, Criminal, Probate/Mental Health, Collections or Records Management and must have the ability to multitask and learn several different job functions. This position is required to attend the dockets, hearings, and trials for the County Courts at Law and process all courtroom legal documents. The ability to navigate, maintain, and utilize records using a case management system, jury program and electronic filing system is essential to this position. The duties include complex data entry and utilizing various filing techniques and record management methods in accordance with state law, regulations and policies of the County Clerk's Office. This individual has daily contact with the public, Judges, court staff, attorneys, and other county departments. This is a position that handles a high volume of cases and confidential legal matters; the ability to use independent judgment and discretion is imperative. Performs a variety of administrative and bookkeeping services as well as general office duties as required. This position requires close interaction and teamwork between co-workers and supervisors. This is a full-time position and is essential that the individual be at work during the hours of 8:00 a.m. to 5:00 p.m., Monday through Friday.

Requires the individual to adhere to regulated office procedures and legal statutes. Judgment must be administered to a group of specific laws where there are no proven guidelines. Individual must be able to perform several critical tasks at a time while maintaining proficient accuracy and attention to critical detail. Position requires the ability to perform multiple critical functions concurrently. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Duties include the following:

• Accurately accept, process, and prepare a new case record while utilizing the case management system, and electronic filing system when required, for all cases filed in the County Courts at Law.
• Intake money and process payments made in person, by online payment, and through electronic filing system.
• Must calculate and collect all applicable filing fees and service fees in accordance with the laws, statutes and local rules governing such fees and court costs.
• Attend all court sessions as directed for the County Courts at Law. Including jury trials, bench trials, jail dockets, criminal, civil, and probate proceedings.
• Make entries on court dockets concerning actions taken while in courtroom and the results of the hearing. Provide final docket to court administrators as necessary.
• Enter and scan all legal documents and orders filed during courtroom proceedings. Such as criminal plea agreements, jail commitments, order for capias, civil judgments, petitions, applications, oaths, affidavits, wills, motions and orders to pay fine, court cost, restitution and attorney fees. Execute all orders of the court in accordance with the Judge's ruling.
• All filings MUST be processed timely and efficiently regardless of filing method. Filings must be processed as soon as possible according to priority level and the nature of the filing. Continual monitoring of the electronic filing system is required. All electronic filing must be processed with accuracy and attention to detail and the fees attached to the filing.
• Required to utilize judgment when processing e-file in order to provide the best service possible and maintain the record of the court. Troubleshooting e-file errors may be required.
• Assist customers and callers and direct them to the appropriate office or staff if needed.
• Issue citations, notices, precepts, subpoenas, writs, abstracts, and all other legal documents with great attention to detail and in accordance with the law.
• Issue capias' and warrants for all misdemeanor charges under the direction of the Judge or Magistrate. Such as search warrants, arrest warrants, bench warrants, capias for failure to appear, motions to revoke/adjudicate probation, release of surety, violation of ignition interlock, and violation of the Pre-Trial Bond Program.
• Enter, scan, file and maintain all bond records for criminal misdemeanor charges, civil, or probate matters.
• Enter, scan, file and maintain paperwork for unfiled misdemeanor charges including but not limited to pauper's affidavits, magistrate's warnings, return warrants, and bond conditions.
• Report all criminal dispositions through the Criminal Justice Information System of the Department of Public Safety. This would include all details of the plea documents, judgment, and judge's rulings during sentencing of the defendant.
• Process all applications for payment plan submitted by criminal defendants during court. Create payment accounts for criminal defendants according to courts order. This must also be done in accordance with the state mandated Collection Improvement Program.
• Monitor and document all criminal defendant accounts for non-payment, late payment and general compliance in accordance with the Collection Improvement Program. Including correspondence by phone, mail, email, and in person.
• Process all Mental Health filings and orders of protective custody with absolute confidentiality and discretion.
• Report appropriate guardianship and mental health cases to NICS as required by the Texas Department of Public Safety.
• Using the jury software program, print and mail summons, record exempt, excused and disqualified jurors. Generate prospective jurors for jury panels and assign as needed for scheduled trials for the County Courts at Law.
• Daily maintenance of the jury pool and/or panel is required by checking online submissions of jury questionnaires, receiving calls from jurors and assisting jurors in person. Report to Voter's Registration any non-citizens and address discrepancies. Track and file any new case filings for juror no show.
• Determine number of jurors to report for service and prepare the jury lists and questionnaires for the court to use during trial. Maintain all jury logs and records in accordance with the appropriate retention schedule.
• Prepare juror payment packets for the Auditor & Treasurer's office and record donations.
• Process and balance daily financial transactions and receipts and maintain a cash drawer.
• Receive and process all records requests in accordance with the Public Information Act and applicable statute and/or law. Including issuing all requested copies and certified copies according to policy of the County Clerk's Office.
• Assist the public, other county departments, and state and federal agencies with record inquires.
• Must categorize documents and records relating to the county court cases and files. Maintain a comprehensible records management system for each case type while accounting for retention schedules and policy of the County Clerk's Office.
• Ability to establish and maintain effective working relationships with co-workers, other county departments and the public is essential to this position.
• Perform other duties as may be assigned by the Executive Office Manager III.
• Attendance is an essential function of the job.

Note: The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is assigned by the supervisor.

Position allows for general accountability based on a given set of guidelines. Individual is allowed to use professional judgment, however, is required to obtain the Executive Office Manager's approval before making any changes to standard office policies.

Mandatory Qualifications

High School Diploma or GED equivalent required; Two (2) to four (4) years' experience in general office procedures and direct contact with the public; ability to navigate and use general functions of Microsoft Word, Microsoft Excel, and Microsoft Outlook is required; basic computer literacy required; basic accounting procedures; or equivalent combination of education and experience.

Desired Minimum Qualifications

Ability to read and comprehend a broad scope of legal documentation. Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to the public, clients, and other employees of the organization. Bi-lingual in English and Spanish is not required but is preferred.

Ability to add, subtract, multiply, and divide. Ability to compute rate, ratio, and percent. Must have knowledge of basic accounting procedures.

Ability to apply commonsense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving a few concrete variables in standardized situations.

Must exercise good public relations. It is imperative that the individual possess the ability to calm difficult people. Must be able to adapt to software changes and procedural changes with regard to the general office and computer within 30 days of implementation.

This is a sedentary position. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit,