GENERAL PURPOSE: Under general supervision, performs legal clerical work in the support of the operations of a Municipal Court.
PRIMARY DUTIES AND RESPONSIBILITIES:The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties. - Responds to complex inquiries from subordinates, Judges, attorneys and the public; prepares correspondence and legal documents.
- Maintains legal files; enters and maintains data in automated court case management system; receipting documents; answers telephones.
- Prepare correspondence, forms and reports such as reinstatement letters, jail commitment orders and other Court documents for City departments and other governmental agencies; maintain files and records and provide assistance in all areas of court operations as needed.
- Coordinate the jury panel; act as bailiff for court actions as required; prepare courtroom, judge’s bench and daily paperwork.
- Set, log and notify appropriate parties regarding hearings for motions, evidentiary motions, and domestic violence orders.
- Audits and verifies court or case files for discrepancies.
- Maintains detailed bookkeeping and accounting records for monies received by the court for fines and forfeitures; prepares deposit slips, deposits funds, and forwards copies to designated agencies.
- Supports courtroom-related services; follows court policies and procedures for file creation and maintenance, data entry, issuing and accepting documents and forms, accepting and receipting monies, and other specific Court duties and assignments.
- Prepares case files, records and supporting documentation for court action; reviews case files and materials for completeness prior to court proceedings; files and dockets pleadings in court files.
- Ensures proper procedures, policies and operations of the Court are followed to ensure legal integrity with State revised statutes, case law and rules; maintains the records of the Court and their integrity.
- Files criminal disposition records with the Arizona Department of Public Safety, Motor Vehicle Department and Board of Education as required by law.
- Maintains court records and charges filed in court cases, and the disposition of each charge.
- Prepares and sends out warrants, complaints, summons and various notices.
- Supports the Court Administrator with bond/restitution processing; processes checks and verifies restitution payments; prepares certificates of bond exoneration for bonding agencies or prepares checks for bond poster; tracks and reconciles bonds; dockets cases and updates case status.
- Prepares and transcribes minute entries.
- Collects, posts, and balances fines and fees, and accurately reconciles daily cash transactions using court-specific computer software, reviews and verifies accounting records in accordance with Minimum Accounting Standards.
- Responds to requests for information; provides assistance to the public within scope of authority.
- Performs other duties as assigned or required.
Education and Experience:
High School diploma or GED equivalent, and one (1) year of clerical and computer experience.
Special Requirements: May be required to obtain certification for appointment as Civil Traffic Hearing Officer, and Arizona Committee on Judicial Education and Training (COJET) accreditation is required.
Necessary Knowledge and Skills:- Knowledge of City policies and procedures.
- Knowledge of court procedures, legal terminology and business English.
- Knowledge of confidentiality standards as required by court rules or statutes.
- Knowledge of rules and regulations regarding civil traffic processes and courtroom behavior.
- Knowledge of basic accounting standards.
- Knowledge of the principles of record keeping and records management.
- Skill in interpreting and applying Court standards and procedures, applicable state rules and regulations, and City policies and procedures.
- Skill in explaining court procedures and processes in a clear, concise, and comprehensive manner to attorneys, litigants, and the public.
- Skill in establishing and maintaining cooperative working relationships with employees, officials, other agencies and the general public.
- Skill in handling high volume of assignments.
- Skill in operating a personal computer utilizing a variety of business software.
- Skill in following and effectively communicating verbal and written instructions.
Physical Demands / Work Environment: Standard court environment.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as needed.The City does not hire at the top of the range. Candidate may start above the beginning of the range depending on qualifications.
