Deputy Court Clerk II

Elko County; Elko (NV); On-site; USD 42,000 - 54,000; Full time

Job summary

Elko County Deputy Court Clerk is responsible for a wide range of court support duties, including filing, data entry, accepting payments, notary duties, and preparing court documents. The position assists the public and staff, maintains records, schedules calendars, and ensures compliance with court rules.

Strong attention to detail, typing accuracy, and ability to work in a high-pressure environment are required. Nevada-notary certification may be preferred; background check will be conducted.

Qualifications

• High school diploma or equivalent required.
• Notary certification preferred or ability to obtain.
• Ability to handle money, data entry, and records management.

Responsibilities

• Acts as receptionist by answering telephones and greeting the public at the Court counter.
• Receives, files, and reviews legal documents for completeness and timeliness.
• Monitors supplies and processes mail; records and issues receipts for monies.
• Clerks court proceedings, records minutes, and operates recording systems.
• Prepares and schedules court calendar; tracks hearings and due dates.
• Maintains court records management per Nevada rules and procedures.

Skills

Interpersonal skills

Verbal communication

Written communication

Typing 40 wpm

Time management

Education

High School Diploma or equivalent

Job description

SUMMARY OF JOB PURPOSE

The Deputy Court Clerk is responsible for performing a wide variety of duties in support of the Court, including, but not limited to typing; filing; data entry; answering telephones; interacting with the public and other agencies; coordinating with and supporting other staff members; handling money; operating and maintaining equipment; and initiating, monitoring and closing all types of court cases; as well as clerking for and recording the proceedings of the Court.

ESSENTIAL FUNCTIONS

Duties may include, but are not limited to the following:

• Acts as a receptionist by answering telephones and greeting the public at the Court counter and documenting all such conversations when case related.
• Receives and files a variety of legal documents, reviewing them for completeness, timeliness, compliance with the law and rules of the Court, and rejecting improper documents.
• Collects, sorts, and distributes mail sent to the Court, and prepares and sends mail from the Court to other agencies and individuals.
• Monitors consumable supplies used by the Court and reorders supplies as needed.
• Receives, records, and issues receipts for monies received by the Court, accurately recording payment information on applicable cases.
• Explains and provides clarification regarding operational procedures and policies of the Court to plaintiffs, defendants, witnesses, attorneys, staff of other agencies, and members of the public, while refraining from providing legal advice of any kind.
• Performs notarial acts both as a Notary Public and as a Deputy Court Clerk, including taking acknowledgments, administering oaths and affirmations, certifying copies, and executing jurats.
• Research and answer questions regarding case activity and process record requests for active, inactive, and closed cases.
• Initiates citations, infractions, and formal criminal and civil cases in the case management system, and enters all relevant data including information regarding plaintiffs, defendants, charges/allegations, appearance/answer/due dates, and bail amounts.
• Monitors cases for compliance with appearance dates and sentencing requirements such as payment of fines and/or restitution, completion of community service, successful completion of court-ordered classes/seminars, adherence to court-ordered restrictions on personal activities, and enrollment in, attendance at, and completion of court-ordered counseling.

• Generates late notices, orders to show cause, and bench warrants for cases that fall out of compliance.
• Reports failures to appear and failures to comply with collections agencies and/or the Department of Motor Vehicles, as applicable.
• Validates active arrest warrants and outstanding bench warrants monthly and upon request, and identify instances in which amended warrants are needed.
• Accepts and posts bail on warrants and prepares and disseminates warrant recalls to the applicable agencies.
• Reports convictions of crimes to the Criminal History Repository and/or the Department of Motor Vehicles, as applicable.
• Prepares bank deposits and verifies funds received by the Court daily.
• Prepares summonses and arrest warrants on new formal criminal cases and disseminates them to the appropriate agencies and parties following issuance.
• Issues summonses, orders, and writs of execution on civil cases and disseminates them to the appropriate agencies and parties.
• Tracks arrests by law enforcement agencies, notifying applicable agencies and sending authorization for the release of defendants on their own recognizance when so ordered.
• Prepares, schedules, coordinates, and monitors the Court’s calendar to ensure hearings and trials proceed in the most efficient and timely manner possible.
• Closes, scans all files within a case, and files cases in which dismissals have been filed, ensuring all sentencing requirements have been met, or statutory time limits have expired.
• Maintains the records management system of the Court in accordance with the Nevada Supreme Court Schedule for Retention of Administrative Records.
• Assists in the compilation of statistical reporting as required by the Nevada Supreme Court Administrative Office of the Courts.
• Reviews accounts receivable and prepares monthly accounts receivable aging reports for all outstanding fines on adjudicated cases and all outstanding bail amounts on cases pending adjudication.
• Monitor active surety and cash bonds, processing forfeiture orders and exonerations as needed and receiving surety forfeiture payments.
• Performs daily and monthly reconciliations of bank accounts and compiles monthly fund remittances in conjunction with Controller’s Worksheets, Treasurer’s Receipts, and Administrative Assessment Reports.
• Assist in the processing of accounts payable by preparing payable requests for approval and ensuring everything is properly accounted for.
• Clerks for proceedings of the Court by keeping the minutes of the proceedings, operating the recording system and audio-visual equipment, marking and entering exhibits into evidence, and preparing orders, judgments, and other documents.

Education: High School Diploma or equivalent

Experience: Any combination of experience and education that would likely produce the required knowledge and abilities.

Certifications: Must maintain a valid Nevada driver’s license

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES (KSA’s)

Knowledge

• Working knowledge of the English language including spelling, grammar, punctuation, vocabulary, and formats.
• Working knowledge of computer hardware and software including word processing, spreadsheets, and databases for the purposes of creating, editing, and distributing information.
• Basic knowledge of the Nevada state court system and the way cases proceed through the system.
• Basic knowledge of Nevada Revised Statutes, Elko County Code, and Elko City Code as they pertain to the Court.
• Basic knowledge of the roles and responsibilities of outside agencies with whom the Court frequently interacts, such as the Elko County Sheriff’s Department, Nevada Highway Patrol, Elko Police Department, Elko City Attorney’s office, and Elko County District Attorney’s and Public Defender’s offices.
• Knowledge of Justice & Municipal Court procedures.

Skills

• Demonstrating excellent interpersonal skills, especially in dealing with the public.
• Communicating effectively both verbally and in writing.
• Understanding and carrying out complex written and oral communications.
• Managing time effectively.
• Typing with speed and accuracy.

Abilities

• Read and understand criminal and civil complaints, statutes and codes, letters, legal documents, and legal terminology.
• Accurately type at a net rate of no less than 40 words per minute.
• Understand and complete complex clerical work, as well as carry out various other work processes to ensure the effective and efficient operation of the court.
• Communicate clearly both in writing and verbally, in a tactful and courteous manner with defendants, co-workers, and the public in all situations.
• Maintain confidentiality & work independently while demonstrating initiative and making sound judgments.
• Comply with Elko Justice & Municipal Court procedures, and the Model Code of Conduct for Court Professionals in the State of Nevada.
• Ability to act accordingly with people that are upset, distraught, and emotional.

OTHER REQUIREMENTS

• Background Investigations: Due to the nature of this position, a background investigation will be conducted to establish suitability for employment. If a background investigation is conducted, qualification for employment is contingent on satisfactory results of the investigation, as determined by the Court Administrator. Prior criminal convictions, other than minor traffic violations for which only a fine/forfeiture was paid, may disqualify a candidate.
• Possession of Notary Public Appointment from the Nevada Secretary of State or ability to obtain such within six months.
• The successful candidate must be bondable since the position requires responsibility for handling monies received by the Court.

Physical Demands and Working Environment

• Frequent interruptions to planned work activities will occur as special needs from the public, co-workers, other agencies, other departments, and supervisors arise. Special circumstances may require reporting to, staying at, or returning to work beyond normal business hours.
• The ability to work in a high-stress, demanding environment with numerous deadlines.
• Occasional exposure to hostile individuals or potentially hazardous evidence materials may occur.
• Sufficient mobility to work in a typical office setting and use various office equipment.
• Dexterity, coordination, hearing, speech, and vision adequate to effectively communicate in person or via telephone, and to use a keyboard and video display terminal for prolonged periods.
• Strength and stamina to bend, stoop, sit, and stand for extended periods of time. Periodic lifting of files, stacks of paper or reports, references, and other materials. Some bending, reaching, squatting, and stooping are necessary.
• Lifting (up to 50 pounds) is periodically required.
• The noise level in the work environment is low to moderate.

Elko County is an Equal Opportunity Provider and Employer

In compliance with applicable laws, reasonable accommodations may be provided for qualified individuals with a disability who require and request such accommodations.