Sentencing Clerk/Receptionist

Job Description

Job Description

PURPOSE OF CLASSIFICATION:

The purpose of this classification is to define services for a judicial support team for an assigned Superior or State Court Judge. Attendance during all criminal and civil matters before the Court will be required where Clerk will be responsible for case files and pleadings. Accuracy is critical. Duties include receiving, indexing, and recording court case information and/or updating data into division databases; and providing information concerning calendaring and scheduling matters to the public, parties, attorneys and other appropriate parties.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

Provides case management support to the court by attending all proceedings, including calendar calls, arraignments, motion hearings, jail pleas, jury trials, bench trials, PMR’s and all other court hearings for Superior and State Court. Regular and predictable attendance is required.

Provides technical support to accomplish the calendaring function for all criminal matters. The calendaring function involves immediately placing all cases and matters assigned to the division upon the appropriate calendar and remain calendared until finally disposed and ensuring proper notice of scheduled court events to parties.

Ensures case files for all scheduled matters are in the courtroom and receives court documents such as pleadings, motions, rule nisi, etc. and reviews, verifies information, codes and/or records required information.

Prepares sentencing documents in criminal matters as sentence is imposed by the Judge ensuring accuracy of information entered.

Enters information into division databases; updates database information and purges old data as appropriate.

Provides technical clerical support to accomplish the calendaring function for a Superior or State Court.

Handles telephone contacts to and from judges, attorneys, probation officers, and pro se litigants regarding calendaring issues.

Gathers court activity information to use when determining court dates.

Creates criminal calendars, including any changes or continuances.

Prints and distributes calendars to appropriate parties in a timely manner; maintains files and records of calendars created.

Creates notices and ensures all parties are properly notified of scheduled court events.

Performs other related duties as required

Regular and predictable attendance is required.

MATERIALS AND EQUIPMENT USED

Computer Terminal Calculator Typewriter Folder/Inserter machine

Postage machine Copier/printer

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience:

Associates Degree in Business Administration, Criminal Justice or related field.

Minimum of 3 years of courtroom experience; or

Any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and ability for this job.

Licenses and Certifications:

Security Awareness (GCIC Computerized Based Training)

Terminal Operator (GCIC Computerized Based Training)

Knowledge, skills, and abilities:

Knowledge of the court system is a requirement for this position.

Knowledge of state laws, local statues, and department policies and procedures.

Knowledge of court calendar management practices and procedures.

Knowledge of modern office practices, procedures, and equipment.

Knowledge of computerized systems for maintaining various records.

Skill in maintaining accurate court calendars and records.

Skill in decision making.

Skill in performing basic mathematical calculations.

Skill in utilizing a computer, calculator, copier, and facsimile machine.

Skill in interpersonal relations.

Skill in oral and written communication.

Ability to understand and carry out oral and written instructions.

Ability to establish and maintain effective working relationships with co-workers and other city/county employees.

Must be proficient in typing.

ADA Minimum Qualifications:

Physical Ability: Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing); operate a computer and other office machinery, such as a calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type.

Essential Functions frequently require the ability to move about inside the office; and move/transport items up to 10lbs.

Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours.

Sensory Requirements: Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment.

Environmental Factors: Essential functions of this position continuously require the ability to either work with others or work alone.

This class specification should not be interpreted as all inclusive. It is intended to identify the major respon­sibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specifica­tion.