This is a professional position responsible for a broad range of court operations to include assigned administrative functions on behalf of the City’s Municipal Court, endeavors to insure all court procedures provide current legal and ethical case management adhering to local and state statutes. Serves as the liaison for the Court with all its filing entities and the defendants it serves, oversees clerk functions and training, provides exemplary customer service to the public, helps with daily oversight of clerk functions and training, creates, organizes and maintains all necessary databases and court procedures and documents for all issues handled by the City of Denison Municipal Court, administers proper collections of fines, fees and court costs and the reporting there of, manages court dockets, appeals, notifications, and special procedures meeting the needs of its filing entities, supervises assigned personnel and assist with preparation of the yearly Court Budget.The following duties are typical for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to demonstrate competence and satisfactory performance of these duties. Other duties may be required and assigned.

Performs daily supervisory functions for court clerk staff.
Responds to inquiries and requests from other departments and the general public.
Answers telephone, directs calls, answers questions, and takes messages.
Performs research and provides information.
Issues and/or files citations, cases, subpoenas, warrants and other court orders.
Manages the weekly court docket.
Provides certified or plain copies to requesting persons, organizations, or municipalities.
Develops and prepares forms and correspondence.
Oversees all new cases, issues necessary citations and notices.
Proofs documents.
Trains new employees.
Performs standard office functions, including faxing, copying, shredding and filing.
Assists in filing various applications, motions, reports and notices.
Oversees the auditing of case files for Warrant eligibility and the issuing thereof.
Oversees the policy and procedural manual.
Maintains and supervises collections procedures.
Communicates with the police department regarding warrants and assist the PD clerks with questions.
Assists public with questions in person or via phone in relation to court and other city divisions.
Responsible for all court functions.
Assists Prosecutor in preparing case files for court dockets
Refers to City ordinances, State Penal Codes, and City directories in performing work activities.
Prepares and administers the Court budget.
Endeavors to ensure proper Court Room decorum is practiced at all times.
Administers the collection of court costs, fines, fees, bond monies, counts and reconciles all monies for cashier windows, posts money received on citations, and prepares daily bank deposits.
Maintains databases on cases filed from Police Department, Citizen Class C Complaints, Code Enforcement, Animal Control, DISD and Grayson County Health Department. Prepares case files, interprets judicial instruction, and places case information into case file.
Prepares state reports, finance reports and addresses all court administrative duties at the direction or in the absence of the Court Administrator.
Monitors and maintains control of court dockets to prevent overload, issues jury summons, monitors jurors, and notifies defendants and attorneys of case statutes and issues subpoenas and witness notifications.
Processes requests for driving safety classes, payment of fines received, attorney requests, court date requests, appeals and bond processing, and returns related correspondence.
Research special projects and implements into court’s daily routine for items such as City Ordinances that affect various department citations and resulting court processes.
Checks in and lifts warrants on bonds as monies are received, and processes time served that has been granted by the Judge and schedules docket as needed.
Posting, reconciling, and handling bank deposits.
Creates and does all things necessary to maintain an atmosphere in the court office allowing its staff to be equipped to be as productive and customer service centered as possible to include a focus on their personal well-being.
Endeavors to ensure proper Court Room decorum is always practiced.
Performs all other duties as assigned or required.

KNOWLEDGE SKILLS AND ABILITIES

Experience with customer service, cashiering, and general office practices, and procedures.
Knowledge of all Court procedures.
Knowledge of case records and file creation and maintenance techniques.
Knowledge of the Judicial Code of Ethics.
Knowledge of applicable Texas Statutes.
Knowledge of Supervisory/Management Techniques.
Knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
Knowledge of computer software including word processing, spreadsheet, and database applications consistent for this position.
Ability to perform mathematical calculations required of this position.
Ability to communicate clearly, concisely, and effectively in English in both written and verbal form.
Skill in researching and understanding complex written materials.
Ability to prepare and maintain accurate and concise records and reports.
Timely preparation and submittal of monthly state reports and month end reports.
Knowledge of administrative policies and procedures of the City.
Ability to work independently.
Ability to organize, prioritize, and perform multiple clerical tasks.
Ability to follow Municipal court practices and procedures.
Ability to accurately maintain, update and process case records and files.
Ability to resolve customer complaints and concerns.
Work well with others in a team atmosphere.
Provide leadership and effective supervision of staff.
Ability to operate personal computer/laptop, printer, audiovisual equipment, telephone, scanner, shredder, copier.
Ability to work the allocated hours of the position and respond after hours as needed.
Ability to maintain consistent attendance.

Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time. 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 similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Must have a High School Diploma/GED with five (5) year’s work experience in a legal setting, clerical or customer service experience; or equivalent combination of higher education and experience.
Must have previous cash handling, posting and reconciliation experience.
Must have Level II Municipal Court Clerk Certification and maintain ongoing requirements for Level II certification.
Must obtain Notary Public Commission within six (6) months of date of employment.

PREFERRED QUALIFICATIONS

Bilingual in both English and Spanish.
Previous court experience.
Previous supervisory experience.

The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee’s supervisor or Employee Services.

This work requires the occasional exertion of up to 50 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands for repetitive motions and occasionally requires walking, stooping, kneeling, crouching, or crawling and reaching with hands and arms.
Work has standard vision requirements.
Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
Hearing is required to perceive information at normal spoken word levels.
Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
Work is generally in a moderately noisy office setting.
May require dealing with persons who are hostile or aggressive, posing threatening conditions.

City of Denison

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