This position provides administrative and clerical support for Municipal Court office operations.
- Answers telephone and greets visitors; provides information and assistance; refers to appropriate personnel.
- Prepares court dockets; conducts driver and criminal history checks of defendants; pulls required files and prepares them for court; prints dockets for court personnel; files notices.
- Verifies the proper closing of files; verifies the proper collection of payments; scans files; prepares files for storage.
- Maintains all active case files, including warrants, youthful offender files, and CRO files; assists Magistrates in locating files as needed.
- Opens, sorts, and distributes mail; logs all mail payments; processes returned mail.
- Processes records requests; copies and issues requested materials; maintains files of record requests; redacts materials as appropriate.
- Maintains office supply inventory; places orders as needed; scans and files invoices.
- Prepares and sends reminder notices to defendants.
- Enters parking ticket into database; tracks and sends reminder notices; files all parking tickets.
- Organizes and maintains drivers’ histories.
- Monitors the newspaper for defendant obituaries; provides information to the Judge for closure.
- Prepares traffic case folders; assembles documents and labels files.
- Checks and logs all Youthful Offender files and review for accuracy of youthful offender status; maintains and closes files.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION
- Knowledge of Municipal Court policies and procedures.
- Knowledge of modern office practices and procedures.
- Knowledge of city and departmental policies and procedures.
- Knowledge of computers and job-related software programs.
- Knowledge of file management principles.
- Skill in prioritizing and organizing work.
- Skill in the provision of customer services.
- Skill in the maintenance of files and records.
- Skill in the use of such office equipment as a computer, scanner, fax machine, and copier.
- Skill in oral and written communication.
SUPERVISORY CONTROLS
The Municipal Court Administrator assigns work in terms of somewhat general instructions. The supervisor spot-checks completed work for compliance with instructions and established procedures, accuracy, and the nature and propriety of the results.
GUIDELINES
Guidelines include state laws, city ordinances, and city and court policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.
COMPLEXITY/SCOPE OF WORK
- The work consists of related clerical and administrative duties. The need to multitask contributes to the complexity of the position.
- The purpose of this position is to provide clerical and administrative support for Municipal Court office operations. Successful performance contributes to efficiency and effectiveness of court operations.
CONTACTS
- Contacts are typically with coworkers, other city personnel, defendants, attorneys, paralegals, law enforcement officers, jail personnel, service providers, military recruiters, representatives of other law enforcement agencies, and members of the public.
- Contacts are typically to exchange information, resolve problems, and provide services.
PHYSICAL DEMANDS/ WORK ENVIRONMENT
- The work is typically performed while intermittently sitting, standing, bending, crouching, or stooping. The employee frequently lifts light and heavy objects, climbs ladders, and distinguishes between shade of color.
- The work is typically performed in an office and courtroom.
SUPERVISORY AND MANAGEMENT RESPONSIBILITY
None.
- Graduation from an accredited* college or university with an Associate degree in Criminal Justice or closely related field; and
- One (1) year recent experience in general office, typing, and clerical work.
- Six (6) months recent experience in court operations preferred.
- Six (6) months recent experience in the use of word processing software (MS Word) preferred.
*An accredited agency is recognized by the U.S Department of Education (USDE) or the Council for Higher Education Accreditation (CHEA).
NECESSARY SPECIAL REQUIREMENTS
- An applicant for this position is subject to various background investigations up to and including a criminal, credit, past employment, and reference checks.
- Employees are required to submit to Drug and Alcohol testing in accordance with the City of Dothan policy which includes pre-employment and random tests for the duration of employment in this position. (PBA 08/13/12).
- Must meet the City of Dothan's employment physical standards which include drug/alcohol testing.
Qualified applicants will be evaluated based on training and experience as documented on their application. This evaluation will comprise 50% of the final grade. The written exam will comprise the other 50% of the final grade.
The written examination for the position of Court Clerk is scheduled for December 5th, 2024.
Candidates meeting the minimum qualifications will receive an email notification to self schedule for the written exam. You MUST self schedule your slot or you will not be allowed to test.
The content areas of the written examination, for the position of Court Clerk includes the following:
Clerical Knowledge
Written Communication
Analytical Reasoning and Mathematical Ability
Interpersonal Relations
Legal Procedures and Terms
Technical Expert/Resources
You will be allowed two (2) hours for completion of the examination. Once the examination begins, you will not be allowed to leave the room until you have completed the examination.
Please advise us at the time of application if you will need assistance and/or accommodation to take this examination by emailing
jobs@dothan.org.
An Equal Opportunity/Affirmative Action Employer
