Court Clerk

Gila, County of (AZ); Globe (AZ); On-site; USD 38,000 - 52,000; Full time

Job summary

Gila County seeks a qualified clerical professional to support court operations, handling fees, indexing, and document management. Responsibilities include processing judgments, licenses, and passport applications, while assisting the public and maintaining secure records.

The role requires a High School Diploma or GED with related training and a valid driver’s license. Duties involve digitizing documents, data entry, and light travel to satellite offices as needed.

Qualifications

• High School Diploma or GED with 1 year experience or equivalent combination.
• Must possess and maintain a valid Driver’s License.
• Additional specialized or technical training may be preferred.

Responsibilities

• Receives, computes, classifies and posts fees or fines; issues receipts; reconciles cash drawer; enters information into filing and data systems.
• May travel to satellite offices; may backup Courtroom Clerk IV; completes 16 hours of continuing education and Passport Agent certification yearly; operates office machines.
• Analyzes dockets and indexes; processes legal documents, judgments and minute entries; may issue marriage licenses and record returned licenses; may process passport applications.
• Maintains legal files and indices; manages automated filing and vault; enters data in court case management system; prepares formal orders; answers phones; maintains logs and reports.
• Assists the public without giving legal advice.
• Digitizes all court documents.
• Prepares legal papers per court orders; notarizes documents; maintains logs and reports; performs routine correspondence.

Skills

Active learning

Active listening

Reading

Diplomatic communication

Customer service

Problem solving

Multi-tasking

Typing

Data entry

Education

High School Diploma or GED

Driver’s License

Job description

Performs specialized, complex office support and clerical work of a technical nature in support of Gila County

Court system.

SUPERVISORY RESPONSIBILITIES

This position does not supervise other employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Receives, computes, classifies and posts fees or fines for criminal, family law, civil, probate and guardianship cases; issues receipts; reconciles cash drawer, lists data on indexes and cross reference systems and enters information and documents into established filing and data systems, uses indexes and researches information, maintains and controls complex filing systems. 20%
• May be required to travel to satellite offices; may act as back up for Courtroom Clerk IV; completes mandatory 16 hours of continuing education and United States Passport Agent certification yearly; operates a variety of office machines. 20%
• Analyzes dockets and indexes; processes legal documents, judgments, and minute entries. May issue marriage licenses and record returned licenses. May receive and process passport applications. 15%
• *Maintains legal files and indices; checks files in and out using automated file tracking system; oversees vault which contains court files and microfilm; enters and maintains data in automated court case management system; receipting documents; prepares and processes formal orders; answers telephones; maintains, monitors, reviews disposition of case files. Maintains awareness of rules governing destruction of court records for microfilming purposes; prepares and arranges for files to be sent for microfilming; confirms accuracy of records when returned from microfilming; and maintains microfilm. 15%
• Assists the public without giving legal advice. 10%
• Digitizes all court documents. 10%
• Prepares legal papers according to court orders; receives and composes correspondence; notarizes documents; maintains logs, work production records and composes routine reports related to court actions and cases. 10%
• Performs other duties as assigned.

BUDGET RESPONSIBILITIES

This position provides research support on elected office level budget.

PROJECT RESPONSIBILITIES

This position does not have project responsibilities.

ORAL COMMUNICATION DUTIES

This position responds to public inquiries and explains County procedures or processes.

WRITTEN COMMUNICATION DUTIES

This position creates or edits documents, internal memos, emails and formal letters.

INTERACTIONS WITH THE GENERAL PUBLIC

Interacts extensively with employees, customers, the general public, vendors, regulatory bodies, and other groups and/or individuals and Institutions over the telephone, by e-mail, and/or in person

INTERACTIONS SPECIFICALLY WITH CUSTOMERS

Frequently (More than 25% but less than 40% in a year)

MINIMUM QUALIFICATIONS

High School Diploma or GED with additional specialized or technical training courses, and one (1) year experience; or any equivalent combination of education, training and experience which demonstates the ability to perform the essential duties and responsibilities of the job.

PROFESSIONAL CREDENTIALS REQUIRED/PREFERRED

Must possess and maintain a valid Driver’s License.

KNOWLEDGE REQUIRED

Clerical, customer and personal service, training, English language and composition, law and government.

SKILLS REQUIRED

Active learning, active listening, reading, communicating diplomatically, customer service, problem solving, multi-tasking, typing and data entry.

ABILITIES REQUIRED

Make sense of multiple information, focus, maintain calm demeanor in stressful situations, follow orders,recognize problems, speak clearly and sensibly, read and write at professional level and multi task.

PHYSICAL DEMANDS

• Occasionally stands to attend to cash register and to attend to customers.
• Regularly sits to complete reports and to operate special equipment.
• Routinely sits to attend to other duties.
• Constantly requires dexterity for keyboard operation.
• Incumbents in this position may be required to routinely walk to and from work sites, bend, stoop and occasionally twist.
• Occasionally lifts a maximum of 25 lbs.

WORK ENVIRONMENT

Incumbents in this position constantly spends time in office environment; in lobby environment; and in library,courtroom or other public access areas, automobile or vehicle.

SAFETY RISK EXPOSURE

Incumbents in this position are generally not exposed to safety risk. Occasionally, may become exposed to telephone verbal abuse by customers or citizens and/or individuals with high level of emotional distress.

PROTECTIVE GEAR & SAFETY MANUALS

Incumbents in this position are required to constantly follow written safety procedures and manuals relevant to the division or department.

CONSEQUENCES OF ERROR

Potential errors can cause inconveniences to other employees, and/or delays in related work areas. Delays of services are possible.