The City of Albany Finance Department is hiring for a Municipal Court Clerk. This position is responsible for performing a wide variety of specialized clerical and administrative work in support of Municipal Court functions. Processes records, citations, complaints, warrants, booking reports, and other documents; accepts and accounts for fees and fines; performs skilled word processing data entry and typing; provides one-on-one customer support at the counter, on the phone, and throughout the Municipal Court proceedings; and performs related work as required.
The general working hours are 7:30 a.m. to 4:30 p.m. Monday through Friday.
Benefits include:- Excellent medical, vision and dental benefit package for the employee and qualified family members with low monthly out-of-pocket cost. Currently, the employee-paid premium is approximately $51 per month for employee-only coverage up to a max of $147 per month for family coverage.
- City-paid contribution to a VEBA Trust account for out-of-pocket healthcare expenses. Currently, the annual contribution is $1,000 for employee-only and $2,000 for employee plus dependent(s).
- Paid time off including:
- 10 paid holidays plus an additional 24 hours of floating holiday hours per year
- 8 hours of sick leave per month
- 8 hours of vacation leave per month, with progressive increases
- Excellent retirement benefits including:
- City-paid participation in the Oregon Public Employee Retirement System (OPSRP and IAP)
- City-paid contribution into pre-tax deferred compensation plan
- In addition, other benefits such as education reimbursement, employee assistance program, basic life insurance, short-term disability, long-term disability, and flexible spending accounts for healthcare and childcare expenses.
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The duties listed are intended only as illustrative examples of the various types of work that may be performed by individuals in this classification. Any of the following duties may be performed. These examples are not necessarily performed by all incumbents and do not include all specific essential functions and responsibilities the incumbent may be expected to perform.
- Performs a wide variety of moderately complex administrative and technical duties to support the City's Municipal Court operations, including interacting with and providing information to defendants, attorneys, judges, law enforcement officials, and the public, receiving payments for fines, fees, and bails; and receipting of funds.
- Serves as courtroom clerk during trials, arraignments, and hearings, including preparing files for court sessions, setting up and clearing courtroom, acting as judge's assistant in the courtroom, ensuring that all paperwork is in place for court proceedings; and recording disposition on each case.
- Prepares and proofs forms, letters, court documents, orders, statistical reports and other documentation.
- Acts as Court Bailiff as necessary, checking defendants into court.
- Processes citations and dispositions of cases, including performing data entry of citations into the court software program, reviewing citations for accuracy of content and proper filing procedures, filing citations with regards to the correct court date and time; preparing abstracts for the appropriate regulatory agencies after dispositions are completed, and ensuring completeness of information and closing of cases/files.
- Provides information to defendants, explaining their options regarding the various types of pleas and trials; reschedules court appearances per court policy; determines fines based on the judge's order regarding reduction schedules once a plea is entered.
- Interprets court orders and receives payment of court fines, bail, penalty assessments and fees; records and receipts payments according to established Court procedures; processes accounts receivable/payable; monitors overdue accounts by running appropriate reports; applies additional fees where applicable; prepares suspension paperwork for the DMV if applicable; and supports collections.
- Prepares correspondence to defendants, City departments, and other agencies.
- Monitors sentencing and program compliance including alcohol treatment, traffic school, seatbelt class, work crew, and compensatory service. Cites noncompliant defendants into court.
- Receives, prioritizes, processes, and distributes incoming mail.
- Responds to front counter, telephone, and written inquiries while complying with public record laws and confidentiality; Complies with records requirements, maintaining security and custody of court records.
- Processes Failure to Pay, Failure to Comply, and Failure to Appear notices including issuing warrants, affidavits, license suspensions, and collection letters.
- Prepares juror mailings, processes response forms and provides orientation information to jurors.
- Represents the City of Albany by responding to the public, citizens, its employees, and others in a prompt, professional, and courteous manner while continuously maintaining a positive customer service demeanor. Regards everyone, internal and external, as a customer and delivers the best service possible in a respectful and patient manner.
- Works to create a high-performance work culture by demonstrating a positive attitude and modeling the City’s mission, vision, and values. Conducts self with high integrity, proactive in conserving City resources, and seeks and incorporates customer feedback for ongoing performance improvement. Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality customer service.
- Acts ethically and honestly; applies ethical standards of behavior to daily work activities and interactions. Builds confidence in the city through own actions.
- Effectively promotes and supervises a safe work environment. Complies with all safety rules and performs work in a safe manner. Ensures staff maintain a safe working environment in compliance with Federal, State, and City health and safety guidelines and regulations.
- Serves as a member of various City committees as assigned.
- Assists other staff in the performance of their duties as assigned.
- Arrives to work, meetings, and other work-related functions on time and maintains regular job attendance.
- Operates a motor vehicle safely and legally.
- Performs other related duties as required/assigned.
Works under the general guidance and direction of the Court Supervisor with leadership and work assignments provided by the Senior Court Clerk.
This is a non-supervisory position. Lead work/coordination of the work of others is not a typical function assigned to this position. Incumbents in this position will provide training and orientation to newly assigned personnel.
Education and Experience:
A high school diploma or its equivalent with course work in general office practices and three years of experience in clerical, paralegal, or administrative work;
or
An equivalent combination of education, training and experience that provides the required knowledge, skills, and abilities.
Special Requirements:
- Ability to possess and maintain Criminal Justice Information Systems security clearance.
- Ability to meet Law Enforcement Data System certification requirements and successfully obtain this certification within six months of job placement.
- Ability to obtain within six months of job placement or possess and maintain certification as Oregon Notary of Public.
- Possession of or ability to obtain a valid Oregon driver's license.
- The individual shall not pose a direct threat to the health or safety of themselves or others.
Knowledge & Abilities
Knowledge of:
- Applicable Federal, State, and local laws, codes, regulations, and timelines.
- Court procedures and basic laws governing traffic violations.
- Basic legal terminology related to assigned functional area.
- Modern office administrative support practices and procedures, including the use of standard office equipment.
- Computer applications related to work, including word processing, database, and spreadsheet applications.
- Applicable departmental codes, regulations, policies, technical processes, and procedures.
- Principles and procedures of financial record keeping and reporting.
- Principles and practices of data collection and report preparation.
- Business letter writing and the standard format for reports and correspondence.
- Business arithmetic and statistical techniques.
- Record keeping principles and procedures.
- Alphabetical and numerical filing methods.
- English usage, grammar, spelling, vocabulary, and punctuation.
- Techniques for providing a high level of customer service to public and City staff, in person and over the telephone.
Ability to:
- Manage difficult or emotional customer situations with understanding and flexibility.
- Speak clearly, listen actively, obtain clarification, and respond well to questions.
- Accurately make change and corrections to monetary and accounting transactions.
- Interpret and apply administrative and departmental policies and procedures.
- Respond to and effectively prioritize multiple requests for service.
- Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
- Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
- Operate modern office equipment, including computer equipment and specialized software applications programs.
- Understand and carry out oral and written directions.
- Make accurate arithmetic, financial, and statistical computations.
- Type by touch and 10-key.
- Maintain confidentiality and exercise discretion and judgement in dealing with sensitive or confidential information.
- Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
- Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.
Work Environment
In the performance of the job duties, the employee will be working in a shared office environment with moderate noise levels and controlled temperature conditions. Work may also be performed in meeting settings in court rooms, offices, conference rooms, and public spaces. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
Physical Demands
The factors described herein are representative of, but not all-inclusive of, those that must be met by an individual to successfully perform the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Detailed information may be available in a supplemental Job Task Analysis.
The physical demands of this position typically include: prolonged sitting at a desk, frequent use of a computer keyboard and mouse, frequent standing and walking to retrieve documents or speak with customers or colleagues, lifting and carrying light objects like files or paperwork, and the ability to reach and manipulate objects at various levels while seated; this role generally requires minimal physical exertion beyond basic office tasks.
Tools & Equipment Used
In the performance of job duties, the employee may use the following tools and/or equipment: multi-line phone system; computer and associated software; copy and fax machines; scanner and other related tools and equipment.
Safety Equipment:
Develops safe work habits and contributes to the safety of self, coworkers, and the public.
