Deputy Circuit Clerk

Tazewell County Etsb; Pekin (IL); Vor Ort; USD 40.000 - 56.000; Vollzeit

Zusammenfassung

Tazewell County ETSB is seeking a diligent Deputy Clerk to initiate and maintain accurate court records and assist with fines and fees collection. You will support the Court and the public, perform file openings, docketing, and electronic filing while working closely with the Chief Deputy and department manager.

The role requires courtroom experience, knowledge of relevant statutes, and proficiency with Word/Excel.

Qualifikationen

• Paralegal degree or equivalent with 4+ years courtroom experience or 6+ years education/experience.
• Experience in a customer service field is required.
• Knowledge of legal terminology and ability to interpret statutory language is preferred.
• Experience using Microsoft Word and Excel is required.

Aufgaben

• Open new files for criminal, civil and traffic cases and docket, update and scan pleadings.
• Maintain and update existing files, docket and scan incoming pleadings.
• Assist Pro-Se litigants with filing, hearings, and notices; explain court procedures.
• Process payments and collect fines, fees and child support administrative fees; assist with case transfers and court notices.
• Coordinate with the court and other agencies to ensure accurate recordkeeping and proper service of notices.

Kenntnisse

Customer service experience

Interpersonal skills

Independent work

Ausbildung

Paralegal degree or equivalent with 4+ years courtroom experience or 6+ years education/experience

Tools

Microsoft Word

Excel

Jobbeschreibung

SUMMARY

This position is appointed by the Circuit Clerk and under the direct supervision on the Chief Deputy/Department Manager, this position is responsible for initiating and maintaining accurate court records and assisting with the collection of fines and fees as well as assisting the Court and public.

JOB RELATIONSHIP

Under the direct supervision & direction of the Chief Deputy/Department Manager.

PRIMARY DUTIES AND RESPONSIBILITIES

Include the following. All Deputy Clerks will be cross-trained as Courtroom Clerks and Office Clerks. Other duties may be assigned to meet business needs.

Office Clerk

• Open new files for criminal, civil and traffic cases that are received by mail, electronically or over the counter.
• Maintain existing files by updating, docketing and scanning new pleadings.
• Know and understand the state statutes, administrative rules and Supreme Court rules that pertain to the office and office operations.
• Have an intimate knowledge of all statutes pertaining to the assessment and collection of fines, fees, costs and assessments and how they are to be applied to a case.
• Generate payment plans according to business rules and answer questions about compliance and collections.
• Receive bonds and know when and where to apply them.
• Issue refunds to parties.
• Process payments received through the mail, online credit card payments and payments received over the counter.
• Collect yearly child support administrative fees.
• Knowledge of all aspects of the office is needed to help Pro-Se litigants with the following: how to file a case, when and how to file a petition in a case and how to get a hearing date and serve notice, assist with electronic filing, know what forms are needed for a multitude of case situations, and know and be able to direct them to appropriate agencies, departments or the law library.
• Assist with DHFS cases for child support issues and supply courts, attorneys and the public with child support payment information.
• Understand and be able to interpret court orders.
• Scan files and prepare for destruction according to the manual on recordkeeping. Operate the microfilm machine to assist in looking up archived cases.
• Set cases in the appropriate courtroom.
• Process incoming mail.
• Conduct record searches.
• Prepare and transfer cases to other counties as ordered.
• Process incoming probation transfer cases.
• Prepare authenticated and certified copies of documents and files.
• Prepare Grand Jury notices and present Indictment Sheet to the Circuit Judge for signature.
• Must be experienced concerning electronic filing and be able to assist pro-se litigants and attorneys with how to e-file and be able to troubleshoot for them.
• Know how to process electronically filed cases so that they transfer over to our case management system correctly, and the filer receives the correct paperwork.
• Assist the general public and attorneys by answering inquiries, providing forms and issuing summon and subpoenas.
• Perform other assigned tasks as required.

Courtroom Clerk

• Docket and scan all documents and maintain existing files.
• Know when to close a case and how to enter dispositional data.
• Send reports to the State Police for cases involving domestic violence, disabled adults and firearm violations.
• Interpret complex court orders and get paperwork to the appropriate agencies.
• Provide assistance with zoom hearings.
• Enter money judgments in the case management system.
• Know the assessment schedules and conditional assessments as well as oversee the Financial Sentencing Orders to ensure they are completed correctly.
• Must have knowledge of statutes pertaining to assessments and know when and how they are to be applied.
• Seal and maintain confidential files, reports and evaluations.
• Monitor caseloads in the courtroom so that scheduling rules set by the judge are followed.
• Set up court sessions for the year and maintain and prepare daily and weekly dockets.
• Set cases in the appropriate courtroom.
• Prepare and mail notices to all interested parties.
• Notify attorneys and litigants of judge's decisions and orders.
• Work closely with the Public Defender, State's Attorney and Sheriff's Office to ensure the judge's orders are delivered as well as assist them in the courtroom when needed.
• Work with the Sheriff's Office and with the Department of Corrections to get prisoners to court when ordered.
• Attend bond court and deliver all orders to appropriate parties and make sure new dates are scheduled.
• Work with the probation department to coordinate court dates and gather information when needed.
• Monitor dormant cases and prepare a peremptory calendar to keep cases from sitting with no disposition.
• Order jurors and court reporters when appropriate.
• Check in jurors and assist the jury commission as needed.
• Administer oaths to jurors, witnesses and interpreters.
• Catalog and safely store all exhibits.
• Recall Warrants from the Sheriff's Office.
• Assist pro se litigants and attorneys with court rules and procedures.
• Provide forms to attorneys.
• Assist the judge and attorneys with e-court.
• Monitor e-file for proposed orders and route them to the judge for electronic signature.
• Assist the offices when the judge is gone.
• Remain in attendance at all court proceedings.
• Perform other assigned tasks as required.

SUPERVISORY RESPONSIBILITIES

There are no supervisory duties.

QUALIFICATIONS

EDUCATION And /or EXPERIENCE

• Paralegal Degree or equivalent with at least four (4) years courtroom experience OR six (6) years equivalent combination of education and experience
• Prior experience working in a customer service field
• Knowledge of legal terminology and ability to interpret statutory language is preferred
• Experience using Microsoft Word and Excel
• Experience working in an office setting

Required Knowledge, Skills And Abilities

• Ability to work alone as well as freedom to make decisions independently without supervision.
• Must be knowledgeable in proper use of grammar, spelling and punctuation.
• Ability to establish and maintain effective working relationships with others.
• Ability to work in a stressful environment, diffuse stressful situations, and manage a multitude of tasks simultaneously.
• Ability to work productively with frequent interruptions.
• Exceptional interpersonal skills to effectively deal with a wide variety of people.
• Must be able to transition easily from one task to another.

MATHEMATICAL SKILLS

Ability to perform business arithmetic (add, subtract, multiply, and divide in all units of measure using whole numbers, common fractions, and decimals), statistical techniques (compute rate, ratio, and percent) as well as cash management principles and procedures.

CERTIFICATES, LICENSES, REGISTRATIONS

N/A

REASONING ABILITY

Ability to carry out detailed written or oral instructions accurately with minimal supervision unless outside the scope of authority. Ability to use sound, independent judgement in problem solving and following instructions.

LANGUAGE SKILLS

Ability to read and comprehend simple to complex instructions, short to log correspondence, and memos. Ability to communicate effective both in writing and conversation. Ability to effectively present information in one-on-one and small group situations to the general public and other employees of the organization. Ability in dealing professionally with the general public.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit; and talk; or hear. The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and stoop; kneel; or crouch. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distant vision and depth perception.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Usually, normal office working conditions. The noise level in the work environment is moderate.

The preceding job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this classification. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.