Deputy Court Clerk
Claremore, OK
Full Time
Entry Level
Job Title: Deputy Court Clerk FLSA: Hourly/Non-Exempt
Department: City Clerk Reports to: City Clerk
Salary Range: $19.69-$21.00
This job description should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA).
General Purpose:
Under the general supervision of the City Clerk and performs a wide variety of routine clerical and administrative support work for the Municipal Court.
Essential Functions:
- Responds to counter, telephone and written inquiries. Receives, logs and indexes incoming filings, citations and complaints. Data entry of citations into court data base. Processes traffic conviction reports to Department of Public Safety. Prepares correspondence and maintains records. Performs primary filing of all papers, dockets, index cards, case files, and case related correspondence.
- Processes deferrals, jail sentences, probations, pre-sentence matters, subpoenas, summons, and complaints. Maintains case records for deferred cases; accelerate convictions when terms are violated.
- Assists in the coordination of court matters with defendants, defense counsel, City prosecutor, police department, jail, alcohol agencies and other levels of the criminal justice administration system; Initiates related paperwork as needed by defendants to facilitate their response to a citation or complaint.
- Receipts and accounts for monies for fines, forfeitures and other court receipts. Receipts bail, fines and penalties from police department. Maintains Bail Bond roster reporting appearances and processes judgment order against Bondsman. Processes Failure to Pay, Failure to Comply, Failure to Appear, and Cost Cite Release warrants. Initiate and complete written notices to defendant and state.
- Prepares monthly reports for state and local agencies, and submits state fees.
- Prepares/processes outstanding fines to collection, prepares monthly reports for collection agency and processes collection payments and tax intercepts to defendant’s accounts accordingly.
- Prepares court dockets and files; checks with jails for special hearings. Process/review daily arrest release report from Rogers County. Constructs new case files, filing and retrieving documents as necessary. Initiates requests for driving and criminal records through police department.
- Schedules Alive @ 25 courses and maintains community service hours reported for juvenile defendants. Prepare and maintaining related reports; Fail to comply/completions/review dates.
- Prepares and maintains appropriate calendars; sets up court hearings. Prepares files for court use; processes timely notices to defendants and police officers involved of trials and hearings. Responds to requests from Municipal Judge, City Prosecutor, Police Department and others for assistance and information; processes discovery activity required from the office. Performs a variety of courtroom related tasks such as opening court sessions.
- Back-up Deputy City Clerk as cashier as needed, posting accounts, accepting payments and preparing receipts.
- Performs all other duties as assigned.
Knowledge, Abilities and Skills:
- Knowledge: Demonstrated knowledge and experience working with general office procedures; familiarity of legal language and legal procedures; Some knowledge of basic bookkeeping practices;
- Abilities: Ability to effectively communicate on a one‑to‑one basis with the public; Ability to maintain effective working relations with employees, other departments, officials and the public; Ability to maintain accurate records; Ability to type and enter data accurately.
- Skills: Skill in the operation of the listed tools and equipment.
Minimum Qualifications:
- Graduation from high school or GED equivalent with course work in typing and/or general office practices; and
- Two years’ prior work experience in clerical, secretarial, paralegal or administrative work; or
- Any equivalent combination of education and experience.
- Ability to obtain Court Clerk Association certification within two years.
- Bilingual (preferred)
Tools and Equipment:
Personal computer system, including word processing and specialized court software; 10-key calculator;
phone; copy machine; recording system.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is moderately noisy.
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