Deputy Court Clerk

City of Enid; Enid (OK); On-site; USD 38,000 - 46,000; Full time

Job summary

City of Enid seeks a Municipal Court Clerk to assist customers with court inquiries by telephone or at the service window. This role involves processing payments, preparing case paperwork, and maintaining records with confidentiality.

The position requires basic clerical skills, knowledge of court procedures, and the ability to operate the court computer system. Regular hours are Monday through Friday in a municipal office setting.

Qualifications

• High school diploma or GED and six months related experience or equivalent combination of education and experience.

Responsibilities

• Manage the flow of customers at the front service window and answer telephone inquiries.

Skills

Confidentiality

Court software

Multitasking

Attention to detail

Communication skills

Typing

Customer service

Telephone operation

Education

High School Diploma or GED

Tools

Word processing

Spreadsheet software

Job description

POSITIONS SUPERVISED: None. EMPLOYEE CLASS: M-C POSITION REPORTS TO: Court Clerk & Assistant Court Clerk BLS COMPARABLE: 43-4031, Court, Municipal, and License Clerks

LEADERSHIP: Provides co-worker leadership to others through motivation, team building, and providing feedback.

CONDITIONS OF EMPLOYMENT

• Subject to post offer, pre-employment drug screen.
• Subject to a pre-employment criminal background check.
• Keyboarding speed of 35 wpm.
• High school diploma or GED and six months related experience (or equivalent or education and experience)

POSITION PURPOSE: To assist customers with court inquiries by telephone or at the service window.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

• Manage the flow of the customers at the front service window and answer telephone inquiries.
• Answer inquiries regarding court appearances, trial dates, and payment of fines.
• Prepare cases and paperwork for municipal court to include incident reports, witness statements, and accident reports.
• Print case jackets, records, receipts, and manager paper and computer files.
• Issue Court Notices and Summons.
• Receive and process cash, check and credit card payments; apply payments to the proper accounts, and balance the receipts to the records.
• Receive and process surety bonds and cash payments.
• Scan and archive cases and records; and shred documents.
• Manage the DigiTicket/Incode Interface, to include importing DigiTickets, Transferring DigiTickets to the Prosecutor and transferring DigiTickets to the file and uploading accident reports, incident reports and witness statements.
• Process parking tickets.
• Maintain confidentiality of records, including but not limited to private health information.
• Provide assistance to other departments as needed.
• Perform other duties as required.

PERFORMANCE MEASUREMENTS

• Customers at the service window are greeted and provided accurate and helpful information.
• Phone calls are answered, and customers and attorneys are provided accurate information.
• Records are maintained, filed and purged.
• Effective working relations exist with City personnel.
• Employee understands and adheres to applicable safety policies.
• The City’s professional reputation is maintained.

QUALIFICATIONS

EDUCATION/EXPERIENCE: High school diploma or general education degree (GED); and six months related experience and/or training; or equivalent combination of education and experience.

CERTIFICATES/LICENSES: Additional related training preferred.

REQUIRED KNOWLEDGE:

Clerical: Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.

Law and Government: Knowledge of laws, legal codes, court procedures, precedents, government regulations.

Computers: Proficient personal computer skills including electronic mail, record-keeping, routine database activity.

Customer and Personal Service: Knowledge of principles and processes for providing customer and personal services.

English Language: Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Specialized — Knowledge of municipal ordinances, state procedures, and Oklahoma State law.

SKILLS/ABILITIES:

• Ability to maintain confidentiality.
• Ability to use the court computer system.
• Handle multiple tasks simultaneously.
• Accurate and attentive to detail.
• Excellent communications and public relations abilities.
• Strong typing and computer application skills.
• Ability to assist and support others.
• Able to operate telephone, PC, copier, and other basic business machines.

PHYSICAL & MENTAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION

FINGER DEXTERITY: Manual dexterity sufficient to work with the fingers.

VISUAL ABILITIES: Normal vision, with or without corrective lenses.

PHYSICAL STRENGTH: Exerts up to 10 lbs. of force occasionally. (Almost all office jobs.) Sedentary physical activity performing non-strenuous daily activities of an administrative nature.

LANGUAGE/COMPREHENSION: Ability to read and comprehend simple instructions, short correspondence and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers.

REASONING ABILITY: Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few variables in standardized situations.

MATHEMATICS ABILITY: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rates, ratio, and percent and to draw and interpret bar graphs.

WORK SCHEDULE/HOURS: Regular – 8-hour shift, typically 8:00 a.m. to 5:00 p.m., Monday through Friday. Other–Variable lunch period and breaks in coordination with other office personnel.

WORK CONDITIONS: Well-lighted, heated and/or air-conditioned indoor office setting with adequate ventilation.

NOISE LEVEL: Moderate noise (examples: business office with computers and printers, light traffic).

OTHER WORK CONDITIONS: None.

ADVANCEMENT CRITERIA

INTERMEDIATE: 4-6 years related work experience. Advanced knowledge of municipal court procedures. Proficient computer & office management skills. Ability to fill in for Asst. clerk for short period. Advanced knowledge Word & Excel. ½ completion of State Certification for Court Clerk. Knowledge of safety as applies to job. Valid CPR certification.

ADVANCED: 7+ years related work experience. Expert knowledge of municipal court procedures and state laws. Advanced supervisory, computer & office management skills. State Certification for Court Clerk. Ability to fill in for Asst. clerk for extended period. Conversational Spanish. Associate degree or equivalent in related field.

JOB DESCRIPTIONS

Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected.

All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.

This job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs and requirements of the job changes.

I have reviewed this job description and I can perform the essential functions of this position, with or without, reasonable accommodations. I have also received or have been offered a copy of this job description.

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