Court Clerk

Job Title: Court Clerk

Department: Court

Hours: Full Time

Job Description:

Purpose of Position

To provide all administrative support functions for the municipal court for the City of Horn Lake

The duties listed below are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the class. 

Major Duties and Responsibilities

Maintain all court files

·    Make court files for first time offenders

·    Update and maintain all current offenders’ court files

·    Maintain records on inmates including sentencing hearings, probation violations, release information, etc.

·    Pull all necessary documents when court dates approach

• Prepares docket or calendar of cases to be called
• Maintain all court minutes

           

            Provide administrative support to Police Department

·    Keep track of traffic tickets, driving school completions, etc.

·    Keep track of the number of tickets officers write monthly

·    Assist Assistant Police Chief with pulling warrants, restraining orders, locating offenders, etc.

• Issue ticket booklets to police officers
• Inform Police Chief monthly on the number of tickets each officer has written
• Make subpoenas, warrants, and any documents centered on offender’s violations

            Provide administrative support to the Municipal Court of Horn Lake

·    Post fine payments

• Close out fine payments for the month and send all information to Jackson

·    Keep track of all individuals requesting information or files on an offenders/inmates (e.g. lawyers, prosecutor, etc.)

·    Maintain and keep track of all court documents

·    Keep and provide general supplies for the court

·    Provide any needed documentations for judges, prosecutor

• Examines legal documents submitted to court for adherence to law or court procedures, prepares case folders and posts, files or routes documents.
• Explains procedures or forms to parties in case

            Provide other administrative duties

• Document general information on individuals
• File papers, tickets, warrants, etc.

            Perform other duties as directed

Job Context

         The City Court Clerk is a full-time, permanent position in the Court Department.  The immediate supervisor for this position is the Mayor.  The person in this position is supervised on a less than weekly basis.  The person in this position has supervisory responsibilities.  The City Court Clerk works regular hours most of the time, with some flexibility when required. This position requires occasional overtime when the workload demands it. There is no night work.  The person in this position is never on call.  95% of the work for this position is indoors; 5% of the work is outdoors when transporting documents to court.  The position has accountability for monetary, fiscal, safety and legal issues related to the work for which this position is responsible. 

            There is no exposure to chemicals and/or hazardous materials.  The person in this position must have appropriate, required certification.  A college degree in a related field is recommended but not required.  Certification as a Municipal Clerk is strongly recommended but not required. At least six months to a year of experience is also recommended for this position.  The stress level associated with this position varies with activities.  Physical work involved with this position includes, but is not limited to, lifting file boxes, climbing stairs and sitting for long periods of time.

Knowledge, Skills and Abilities

            Knowledge

                        ·    Laws governing municipal government

                        ·    Responsibilities of a City Court Clerk as set by state law

                        ·    Knowledge of local and government accounting principles

                        ·    Court administration processes and procedures

                        ·    Knowledge of state laws concerning municipality

                        ·    General departmental office procedures

                        ·    Proper grammar and use of English in speaking and writing

                        ·    Computerized software, including word processing and spreadsheets

                        ·    OSHA standards and regulations concerning employee safety

                        ·    Federal and state statutes concerning the work of the department

                        ·    Mathematical skills, including addition, subtraction, division and

                              multiplication

                        ·    General functions and operations of municipal government

            Skills and Abilities

                        ·    Data entry skills

• Time management skills
• Organize and prioritize work

                        ·    Accurate typing and data entry using a personal computer

                       

                        ·    Use various pieces of office equipment, including typewriters,

                              photocopiers and facsimile machines

                        ·    Use a multi-line telephone system to answer and transfer calls

                        ·    Use a 10-key adding machine or calculator

                        ·    Prioritize daily workflow

                        ·    Work as a team member with other employees

                        ·    Meet specified or required deadlines

                        ·    Make decisions within specified time restraints

                        ·    Communicate effectively with residents, elected officials, other city

                              employees, etc., both oral and written

                        ·    Maintain confidentiality

                        ·    Work autonomously when necessary

                        ·    Handle multiple tasks simultaneously with frequent interruptions

                        ·    Deal with others in a professional manner

                        ·    Maintain professional composure in heated situations

                        ·    Develop, implement and follow departmental and City procedures

FLSA:                            Exempt                                  

REPORTS TO:            City Administrator / Mayor

SUPERVISES:             Deputy Court Clerks

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. Characteristics described in this job description are representative of those an employee encounters while performing this job. Reasonable accommodation may be made to enable individuals with disabilities to perform them.

Note: The hourly rate and rate of increase for this position is adopted and approved each fiscal year as part of the department budget.

I have read and understand the contents of this Job Description, and I have received a copy of this Job Description for my records.

___________________________________                         __________________

  Signature Acknowledging Job Description                                           Date

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