Deputy Court Clerk / Receptionist

City of Bulverde; Bulverde (TX); On-site; USD 40,000 - 48,000; Full time

Job summary

The City of Bulverde is seeking a Deputy Court Clerk / Receptionist to support administrative tasks and case management in the Municipal Court. This role involves managing court records, assisting the public with inquiries, and maintaining compliance with legal protocols. A successful candidate will exhibit strong organizational and communication skills and be prepared to engage with the public in a professional manner.

Qualifications

• Previous experience in a court setting or legal office is preferred.
• Must possess a valid Class C Driver's License.

Responsibilities

• Manage court records and provide public information regarding court procedures.
• Assist the judge and handle administrative tasks associated with court sessions.

Skills

Organizational skills

Communication skills

Customer service skills

Attention to detail

Education

High school diploma or equivalent

Tools

Case management systems

Office software

Job description

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JOB TITLE:Deputy Court Clerk / Receptionist

REPORTS TO:Court Administrator / City Secretary

SALARY RANGE:$40,040+ Depending on Qualifications ($19.25+ per hour)

STATUS:Non-Exempt Full-Time Position

Position Overview

The Deputy Court Clerk is responsible for providing clerical and administrative support to the Municipal Court. This role involves managing court records, scheduling hearings, processing case files, and handling the public’s inquiries related to court procedures. The Court Clerk ensures that the court operates efficiently and in compliance with all relevant laws and regulations. The position requires strong organizational, communication, and customer service skills to manage a high volume of court documents and interact with the public and court personnel.

Essential Job Functions

1. Case Management and Record Keeping

• Maintain accurate and up-to-date records of all court proceedings, including case files, court decisions, and related documentation.
• Prepare and organize case files, motions, orders, and other legal documents for the judge and other court staff.
• Ensure all court records are filed in compliance with legal requirements and that they are accessible to authorized parties when needed.
• Record and enter judgments, dispositions, and sentences in the court’s system and ensure that all information is accurate and complete.

2. Courtroom Support

• Prepare and distribute court orders, subpoenas, and other official documents.
• Assist the judge and attorneys with the preparation of cases and ensure that necessary documents and materials are available during court sessions.

3. Public and Client Interaction

• Serve as the primary point of contact for individuals involved in court cases, including defendants, attorneys, and witnesses.
• Provide information regarding court schedules, procedures, and case statuses to the public in person, over the phone, or via email.
• Assist the public in filing complaints, motions, or other legal documents and explain court procedures as needed.
• Handle court payments, including fines, fees, and restitution, and ensure proper recording of transactions.

4. Financial Management and Payment Processing

• Collect court fees, fines, and payments from defendants and ensure they are properly recorded and deposited.
• Prepare financial reports as required, including reconciliation of payments and tracking outstanding fines or restitution.
• Ensure compliance with all financial and accounting protocols for court-related transactions.

5. Compliance and Confidentiality

• Ensure that all records, documents, and case files are handled with confidentiality and in accordance with applicable privacy laws and court rules.
• Monitor the filing and retention of legal documents in compliance with state and federal regulations.
• Help enforce court orders and ensure compliance with judicial instructions, including the proper handling of warrants and subpoenas.
• Research, prepare, correct and transmit records and reports to state and outside agencies, including but not limited to the Texas Department of Public Safety, Office of Court Administration and OmniBase of Texas.

6. Administrative Support

• Perform general office duties, such as answering phones, managing correspondence, filing documents, sorting incoming and outgoing mail, and maintaining office supplies.
• Assist with the preparation and management of court reports, statistical data, and performance reports as needed.
• Coordinate with other city departments and external agencies to ensure that court-related matters are handled efficiently.

Requirements

Knowledge, Skills, and Abilities

Skills and Competencies:

• Strong organizational skills with the ability to manage multiple tasks and meet deadlines.
• Excellent verbal and written communication skills, with the ability to interact effectively with the public, court staff, and legal professionals.
• Proficiency in office software (e.g., word processing, spreadsheets, and case management systems).
• Attention to detail and accuracy in record keeping and data entry.
• Ability to handle confidential and sensitive information with discretion.
• Strong customer service skills and the ability to maintain professionalism in a high-pressure environment.
• Knowledge of relevant legal procedures and court processes is a plus.

Minimum Qualifications:

• High school diploma or equivalent
• Must possess a valid Class C Driver’s License
• Previous experience in a court setting, legal office, or administrative role.
• Knowledge of legal terminology, court procedures, and municipal law.

Preferences:

• Municipal Court Clerk Level I Certification.
• Experience with Incode software.
• Associate’s or Bachelor’s degree in a related field preferred.

Conditions of Employment:

• Must pass criminal history background check.

Licenses and Certifications:

• Notary public certification may be required.
• Completion of court clerk certification programs may be preferred or required after hire.

The Court Clerk typically works in an office environment within the Municipal Court, though they may be required to attend court sessions and perform duties in a courtroom setting. The work may require dealing with the public, handling sensitive or emotional situations, and managing a significant volume of cases and paperwork. The position may require occasional evening hours, particularly if court hearings are scheduled outside regular business hours.

Conclusion

The Court Clerk plays a crucial role in the efficient operation of the Municipal Court by maintaining accurate records, ensuring timely processing of cases, and providing high-quality administrative support. This role requires a strong understanding of court procedures, attention to detail, and excellent customer service skills to serve the public and support the judicial process. Through their work, the Court Clerk helps ensure the fair and orderly administration of justice in the community.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

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The City of Bulverde provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

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Please apply on the City's website at: https://bulverdetx.gov/Jobs.aspx?JobID=66

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