Deputy Court Clerk

City of Fairborn; Fairborn (OH); On-site; USD 34,000 - 46,000; Full time

Job summary

The City of Fairborn is seeking a Clerk/Administrative Assistant for the Fairborn Municipal Court to deliver outstanding customer service and maintain court records. You will greet the public, attorneys, and law enforcement, process filings, collect fees, and enter docket information into the case management system.

Additional duties include issuing notices, preparing legal documents, handling mail and records, and supporting service processing for summonses and subpoenas while protecting

Qualifications

• Associates Degree or an equivalent combination of education and experience.
• Strong math skills to handle money transactions.
• Excellent customer service skills.
• Proficient keyboarding for data entry.
• Ability to learn and use the court's case management system.

Responsibilities

• Provide customer service in person, via email, or by phone.
• Receive monies for filing fees, fines, and court costs and maintain related records.
• Enter docket information and update the case management system.
• Prepare notices and legal documents; issue notices as required.
• Maintain confidentiality and process mail, documents and records.
• Assist with service processing for summonses and subpoenas.

Skills

Customer service

Data entry

Record keeping

Keyboarding

Attention to detail

Multitasking

Education

Associates Degree

Job description

Under the supervision of the Chief Deputy Clerk and the Clerk of Court/Court Administrator, provides exceptional customer service, data entry and record keeping for the public, attorneys, and law enforcement who have business to conduct with the Fairborn Municipal Court.

• Provides exceptional customer service in person, through email, or over the telephone; maintains professionalism and confidentiality; determines and collects any costs or fees required; receipts collected monies; and responds to customer inquiries.
• Provides assistance to the General Public, Attorneys, Defendants, Police Officers, and Bailiffs.
• Receives monies for filing fees, fines, and court costs; maintains related records; disperses proper amounts to duly recognized party(s); prepares deposit records and reports.
• Time stamps docket information from court filings in an accurate and timely manner; enters information into the court’s case management system; issues appropriate notices; completes filing and other office duties.
• Processes accurate and presentable correspondence, documents, files, reports, records and forms utilizing various office equipment such as computers, scanners, fax machines, copiers, etc.
• Prepares and coordinates service processing for summonses and subpoenas; arranges for service based on standard procedures (certified mail, regular mail, etc.); updates the status in the case management.
• Responds to inquiries regarding court procedures and policies in person, by telephone, or written correspondence.
• Prepares commitment papers, jury forms, legal notices, driving permits, warrants, warrant blocks, temporary protection orders, license forfeitures/releases and subpoenas.
• Files, indexes, and cross indexes, assigns case numbers, maintains dockets, warrants, and maintains certified/registered mail receipts and other required documents.
• Processes all entries and motions received from the Court, legal counsel and the public.
• Scans documents into the case file database and verifies the accuracy of the scanned document, makes appropriate corrections, and informs the supervisor of potential problems.
• Manages time efficiently and maintains attention to detail.
• Assists colleagues when necessary due to scheduling, volume, or staffing requirements.
• Understands the court’s responsibilities, functions, organizational structure and purpose.
• Interprets and follows instructions.
• Attends meetings and trainings determined to be beneficial as directed by the Clerk of Court/Court Administrator.
• Reviews and maintains confidentiality of non-public data, including, non- public records and information contained in LEADS/NCIC and other law enforcement databases.
• Performs all other office related duties as assigned by the Clerk of Court/Court Administrator.

• Possess Associates Degree or a combination of education, experience and training, which indicates sufficient skills to perform required duties.
• Able to use basic mathematics to collect money and record money transactions.
• Skilled in providing optimal customer service.
• Keyboarding skills to quickly and accurately enter, access, update, and manipulate data.
• Ability to become proficient in job tasks within a twelve (12) month period.
• Able to handle heavy workloads, meet deadlines, and handle stressful and sensitive situations.

In addition to the above, the following competencies are required:

Knowledge, Skills and Abilities

General knowledge of the legal system, state and municipal codes and ordinances as well as established policies and procedures. Ability to interpret the Ohio Revised Code. Possesses general knowledge of legal terminology and phrasing. Possesses, acquires, and maintains the technical/professional expertise required to do the job effectively and competently, including the ability to operate electronic information systems used by the Court necessary for this position. Ability to multitask and remain flexible in one’s day-to-day work assignments. Ability to operate modern office equipment. Ability to remain professional with the public in emotional situations and communicate clearly to the public and other staff members both orally and in writing.

Stress Tolerance

Maintains effective performance under pressure; handles stress in a manner that is acceptable to others and to the organization. Maintains a calm and even-tempered demeanor when handling crises, stressful situations, continuous change, or unexpected developments.

Teamwork

Works effectively in a team environment to accomplish organizational goals. Builds constructive working relationships with interested stakeholders to identify and meet mutual goals and objectives. Participates as an active and contributing member of teams with a focus on customer service. Shares information as appropriate and gives credit for team accomplishments. Helps create and maintain strong morale and a feeling of belonging in his/her team. Demonstrates that “true success” is the success of the whole team.

Cultural Competence

Values an inclusive organization where the differences of all people are respected, valued, and utilized towards achieving common goals. Respects and relates well to people from varied backgrounds, understands diverse worldviews, and supports equal and fair treatment.

Confidentiality

Exercises discretion and sound judgment regarding the confidentiality of all information, including staff information. To the extent exposed to confidential information, the same may not be discussed or distributed pursuant to Ohio Revise Code Chapter 102, including the obligation to refrain from discussing or distributing confidential information to which this position has access.

Communication

Clearly conveys and receives information and ideas through a variety of media to individuals or groups in a manner that engages the listener, helps them understand and retain the message, and invites response and feedback. Keeps others informed as appropriate. Demonstrates effective written, verbal, and listening skills. Ability to communicate clearly with the public and other staff members.

Dependability and Reliability

Personally responsible and self-motivated; completes work in a timely, consistent manner; is committed to being available during business hours to further organizational goals; demonstrates regular and punctual attendance; arrives prepared for work; is committed to doing the best job possible.

WORKING CONDITIONS

Indoor work is performed in temperatures within the normal comfort zone. While performing the duties of this position, Deputy Clerk may sit for extended periods of time. Work hours typically consist of a forty (40) hour work week. All the above duties and responsibilities are essential job functions subject to reasonable accommodation. All job requirements listed indicate the minimum level of knowledge, skills, and/or abilities necessary to perform the job proficiently. This job description is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. Employees may be required to perform any other job-related tasks as required by their supervisor, subject to reasonable accommodation.

COURT EXPECTATION OF EMPLOYEE

In completing the duties and responsibilities of the position, the Court expects the employee will adhere to all court policies, guidelines, practices and procedures: act as a role model both inside and outside the court; exhibit a professional manner in dealing with others; and work to maintain a positive and respectful approach to superiors, colleagues, and individuals inside and outside the court. Further, the Court expects the employee to demonstrate flexible and efficient time management, the ability to prioritize workload, the ability to perform duties in a timely, accurate and thorough manner, and to communicate regularly with the employee’s supervisors about work related issues.

NOTICE OF “AT WILL” POSITION

The person(s) employed under this job classification serves solely at the pleasure of the Judge. “AT WILL” positions can be terminated or modified without cause with no recourse, totally upon the discretion of the Judge and/or her designees. The Court is an equal-opportunity employer and does not discriminate on the basis of age, gender, religion, race, color, national origin, ancestry, sexual orientation, disability, military status or genetic information, or any other characteristic protected by federal or Ohio law.

DRUG-FREE WORKPLACE

While Ohio has enacted H.B. 523, Ohio’s Medical Marijuana law, the law specifically states that employers are not required to permit or accommodate an employee’s use, possession, or distribution of medical marijuana. The Fairborn Municipal Court is a drug-free workplace and the employee’s use, possession, or distribution of medical marijuana is prohibited.