The posting
The purpose of this classification is to provide administrative and clerical support to the Civil and Magistrate Courts.
PRINCIPAL DUTIES AND RESPONSIBILITIES
- Performs customer service functions by telephone, by mail, and in person: provides information and assistance regarding court activities, services, procedures, documentation, fees, case status/disposition, or other issues; reviews and accepts legal documents in accordance with court procedures and prescribed time frames; distributes forms and documentation; responds to routine questions or complaints; researches problems/complaints; and initiates problem resolution.
- Performs administrative and clerical support tasks: reviews incoming and outgoing documents for completeness and accuracy of information; and processes documents for filing as required in accordance with court rules; receives orders for files and records research and retrieval; pulls and delivers requested files and records; and maintains integrity of unit record indexes and filing systems in both alpha and numeric formats.
- Assembles, processes, and or receives case files: conducts research into missing information; creates contact lists; records courtroom/trial dates; assigns cases to appropriate judges; documents assignments in shared spreadsheet; distributes file copies; and stamps/dockets new paperwork.
- Performs data entry in specialized program applications: scans, indexes and records court case information and/or legal documents; audits and reviews data for accuracy; and maintains accurate records and filing systems.
- Processes various forms that may be confidential or of a sensitive nature: processes criminal case files, civil case files, adoption case files, property records, applications, or other legal records; responds to court orders, deeds, citations, and other relevant documents regarding the court system; files court records in accordance with court procedures; processes disposed cases for archiving; and provides assistance in assigned records room.
- Receives records and prepares receipts for payments of fines, fees, tickets, or other unit specific payments: performs daily counting of cash drawer; and balances all monies transacted.
- Perform other duties of a similar nature or level.
Education: High school diploma or GED is required
Experience: One (1) year of customer service or administrative experience. Experience in a public administration or legal setting is preferred
PERFORMANCE APTITUDES:
- Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
- Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
- Equipment: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
- Verbal: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
- Math: Requires the ability to perform addition, subtraction, multiplication, and division. May include counting, recording of counts, and basic measuring.
- Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
- Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
- Physical Abilities: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.
- Sensory Requirements: Some tasks require the ability to communicate orally.
- Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.
This position requires staff call up in an emergency situation.
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The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.
