Assistant Deputy Clerk

City Of Charleston; Charleston (WV); On-site; USD 36,000 - 52,000; Full time

Job summary

The City of Charleston seeks a dedicated clerical support specialist to assist the Municipal Court System. You will process court documents, handle cashiering duties, and organize filings, while ensuring accurate data entry and customer service.

Under supervision, you’ll support in-court and post-court tasks, manage payment plans, and coordinate with attorneys. A high school diploma and basic computer skills are required; notary or certification may be pursued.

Qualifications

• Requires High School graduation or GED; some college desirable.
• Requires one year of paralegal, law office, criminal justice or cashiering experience or closely related experience.
• Requires knowledge in the use of a personal computer and in the application of Microsoft Office Products.

Responsibilities

• Performs clerical support for the Municipal Court; processes court documents, records and files.
• Provides cashiering duties; collects and issues receipts for fines, and processes payments.
• Arraigns new charges and reschedules court dates; assists in court preparation and ensures forms are filed correctly.
• Performs data processing of court citations and complaints; enters information into docket files and supports public defender applications.
• Handles in-court duties such as sign-in sheets, docket sheets, affidavits; explains payment plans and court notices.
• Performs post-court duties including shredding documents and routing affidavits with corresponding citations.
• Processes payments received by mail, online kiosk and in person; handles routine filing, faxing, emailing and scheduling.
• Reviews data to determine probable cause and may issue summons or warrants; may assist in temporary policing procedures.

Skills

Data entry

Cash handling

Customer service

Microsoft Office

Education

High School diploma or GED

Tools

Microsoft Office

Job description

General Description

The purpose of this class within the organization is to perform a broad range of clerical and other support for the City of Charleston Municipal Court System by assisting in the processing, organizing and communicating of court documents, records and files.

This class works under close supervision according to set procedures.

Duties and Responsibilities

The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

Essential Functions:

Strives to be efficient and effective at balancing and meeting the common needs and reasonable expectations of core constituents.

Contributes towards the department's mission by meeting and achieving strategic goals and objectives established by Department Head.

Provides quality customer service in the City of Charleston Municipal Court System; answers questions and makes payment arrangements for customers.

Accepts payments for court fines; performs cashiering duties; collects and issues receipts for traffic citation fines.

Arraigns new charges; re-schedules court dates with defendants.

Performs data processing of State of West Virginia Uniform Citations and Criminal Complaints.

Assists in Court preparation ensuring citations are keyed and scanned, citations are submitted to the DMV, incoming paperwork from attorneys is stamped received and placed in docket file and other various duties. Collects personal and financial information for Public Defender Applications, prepares and signs application.

Performs in-court duties such as placing officer sign in sheet, docket sheet, affidavit sheets, and officer docket on front bench; explains payment plans, affidavits, bond documents, court notices, and defensive driving course information.

Performs post-court duties including but not limited to shredding documents from court, entering personal information from the affidavits, placing affidavits with citation, complaint and rights sheet and faxing to the court administrator.

Processes court payments received by mail, online kiosk and in person.

Performs other various clerical duties including but not limited to filing, faxing, shredding, answering phone calls, email correspondence and establishing payment plans.

Additional Duties:

Reviews data (complaints filed by officers) to determine probable cause and/or issues summons or warrants to defendants based on that information; or advises officers on how to correct or edit their complaints.

Is deputized to act in the absence of the judge to review case information and take the appropriate actions in processing arrests.

Explains offenses, possible penalties and options for obtaining a lawyer.

Determines bond values and may commit or release offenders to/from jail when applicable.

Weekend and holiday on-call rotation.

Performs related work as assigned.

Responsibilities, Requirements and Impacts Data Responsibility:

Data Responsibility refers to information, knowledge, and conceptions obtained by observation, investigation, interpretation, visualization, and mental creation. Data are intangible and include numbers, words, symbols, ideas, concepts, and oral verbalizations.

Collects, classifies or formats data or information in accordance with a prescribed schema or plan to facilitate the identification and extraction of useful information.

People Responsibility:

People include co-workers, workers in other areas or agencies and the general public.

Serves others such as customers, attends to their requests and exchanges information with them.

Asset Responsibility:

Assets responsibility refers to the responsibility for achieving economies or preventing loss within the organization.

Requires some responsibility for achieving minor economies and/or preventing minor losses through the handling of or accounting for materials, supplies or small amounts of money.

Mathematical Requirements:

Mathematics requires the use of symbols, numbers and formulas to solve mathematical problems.

Uses addition and subtraction, multiplication and division and/or calculates ratios, rates and percents.

Communications Requirements:

Communications involves the ability to read, write, and speak.

Reads routine sentences, instructions, regulations, procedures or work orders; writes routine sentences and completes routine job forms and incident reports; speaks routine sentences using proper grammar.

Judgment Requirements:

Judgment requirements refer to the frequency and complexity of judgments and decisions given the stability of the work environments, the nature and type of guidance, and the breadth of impact of the judgments and decisions.

Responsible for guiding others, requiring a few decisions, affecting the individual and a few co-workers; works in a stable environment with clear and uncomplicated written/oral instructions, but with some variations from the routine.

Complexity of Work:

Complexity addresses the analysis, initiative, ingenuity, concentration and creativity, required by the job and the presence of any unusual pressures present in the job.

Performs semi-skilled work involving set procedures and rules, but with frequent problems; requires normal attention with short periods of concentration for accurate results or occasional exposure to unusual pressure.

Impact of Errors:

Impact of errors refers to consequences such as damage to equipment and property, loss of data, exposure of the organization to legal liability, and injury or death for individuals.

The impact of errors is moderate - affects those in work unit.

Physical Demands:

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Equipment Usage:

Equipment usage involves responsibility for materials, machines, tools, equipment, work aids, and products.

Handles or uses work aids involving some latitude for judgment regarding attainment of a standard or in selecting appropriate items.

Unavoidable Hazards:

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

None.

Safety of Others:

Safety of others refers to the level of responsibility for the safety of others, either inherent in the job or to ensure the safety of the general public. (Does not include safety of subordinates).

Requires no responsibility for the safety and health of others.

Minimum Education and Experience Requirements:

Requires High School graduation or GED equivalent; some college course work in related field desired.

Requires one year of paralegal, law office, criminal justice or cashiering experience or closely related experience.

Requires knowledge in the use of a personal computer and in the application of Microsoft Office Products.

Special Certifications and Licenses:

Municipal League Clerk's Training Certificate or obtain within one (1) year of hire date.

Notary Public or the ability to obtain.

Core Competencies:

Knowledge, Skills & Abilities:

1. Accountability - takes responsibility for own actions.
2. Adaptability - responds positively to change.
3. Communications - listens, speaks and/or writes in a clear, concise and respectful manner.
4. Customer Service - provides courteous, accessible and quality assistance to internal and external customers.
5. Initiative - takes proactive action to complete work or resolve issues
6. Judgment & Decision Making - evaluates issues and makes sound factual decisions.
7. Professional Development - seeks opportunities to enhance technical skills and job knowledge.
8. Teamwork & Cooperation - collaborates with others to fulfill the City's vision and achieve departmental goals and strategic objectives.

Additional Qualifications:

1. Must have the ability to provide documentation verifying legal work status.
2. Ability to read and speak the English language proficiently in order to communicate and interact with others; to understand and interpret safety instructions; and to respond to internal and external inquiries.
3. Ability to understand and comply with City and departmental guidelines, policies, procedures and expectations.

This job description has been designed to indicate the general nature and level of work that may be performed by an employee. It is not designed to contain or be interpreted as a comprehensive inventory or list of all of the duties, responsibilities and qualifications required of employees assigned to this job. Supervisors/Managers and/or Department Heads may also assign additional or other lawful duties as may be necessary and/or required. The City reserves the right to modify or change this job description at any time, for any lawful reason, with or without notice. This job description is not, and should not be construed or implied to be a contract, promise or guarantee of continued employment.

Americans with Disabilities Act Compliance

The City of Charleston, WV is an Equal Opportunity Employer. The ADA requires the City to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

Salary & Benefits: The City offers an excellent compensation and benefits package including a competitive salary and access to a full range of fringe benefits including health, vision, dental, disability and life insurance; the PERS (State) Retirement program; 457 deferred compensation plan and a generous paid leave (vacation and sick leave) plan.

EEO: The City of Charleston provides equal employment opportunities (EEO) to all current employees and new applicants for employment without regard to sex, race, color, age, national origin, ancestry, religion, disability, medical condition, genetic information, marital status, sexual orientation, gender identity, citizenship, pregnancy or maternity, veteran status, or any other status protected by applicable national, federal, state or local law.

Pursuant to the City of Charleston Personnel Rules and Administrative Policies, this position is a "protection sensitive" and/or "security sensitive" position and therefore requires a criminal background check.