Job Description
Position Summary Under the supervision of the Chief District Judge, Court Administrator, or assigned supervisor, performs a full scope of clerical, cashiering, and case processing functions in support of court operations, including data entry, records management, customer service, and related activities across civil, criminal, traffic, and probation case types. Essential Job Functions Receives, screens, and directs telephone calls, visitors, and correspondence; provides general information and customer service to the public, attorneys, law enforcement, and other agencies. Provides assistance and information regarding court matters and procedures in accordance with established policies and procedures. Receives new cases filed with the Court; opens and reviews case files for completeness and enters information into the Court's case management system (CMS). Processes necessary paperwork for civil, criminal, traffic, and probation matters; updates and maintains case files and records for court action. Types, enters, updates, and retrieves information from records, reports, and forms; prepares letters, notices, orders, and other correspondence. Schedules court hearings, prepares dockets, and updates case events in accordance with court procedures. Generates, reviews, and distributes court notices, orders, and other official documents. Processes and maintains court records, including filing, routing, organizing, retrieving, and storing case files and related materials. Reviews and ensures the accuracy and completeness of case files, records, and data entries. Processes incoming and outgoing mail; prepares documents for mailing to parties and agencies. Receives and processes payments for fines, costs, fees, and bonds; issues receipts, balances cash drawers, and prepares deposits in accordance with established procedures. Operates standard office equipment and maintains confidentiality of court and financial records. Performs other duties as assigned.
Required Knowledge, Skills, Abilities and Minimum Qualifications Required Education and Experience:
High school diploma or GED. One (1) year of clerical or administrative support experience; or an equivalent combination of education, training, and experience. Preferred Education and Experience:
Previous experience in a court, legal, or government setting. Additional college coursework or business school training from an accredited institution. Knowledge of:
Court operations, legal terminology, and court procedures. State Court Administrative Office (SCAO) requirements, guidelines, and reporting standards. Court rules, forms, and order of case processing. Modern office practices, procedures, and standard office equipment. Case management systems, including the Judicial Information System (JIS) or equivalent. Skill in:
Providing effective customer service and maintaining professional working relationships with the public, attorneys, and justice system partners. Performing a variety of duties with frequent interruptions and shifting priorities. Data entry and maintaining records with a high degree of accuracy and attention to detail. Performing basic mathematical functions, including handling payments, making change, and reconciling transactions. Using Microsoft Office applications (Word, Excel, Outlook) and other office and court-related software. Ability to:
Learn, interpret, and apply court policies, procedures, and applicable laws and regulations. Establish and maintain effective working relationships with judges, administrators, staff, union representatives, and the public. Maintain accurate records and prepare reports, notices, and correspondence in a timely manner. Organize and manage both paper and electronic files and case information. Communicate effectively, both orally and in writing, and follow written and verbal instructions. Maintain confidentiality and exercise sound judgment when handling sensitive information. Work independently and collaboratively in a fast-paced environment with changing priorities. Perform the essential functions of the position with or without reasonable accommodation. Read, write, speak, and understand the English language. Physical Demands and Work Environment While performing the duties of this position, the employee is regularly required to communicate in person and by telephone; read both standard and small print; and prepare and review written and electronic documents. The position requires frequent use of a computer and repetitive keystrokes for data entry. The employee must be mobile within an office and courtroom environment, including the ability to sit, stand, walk, bend, stoop, and reach with hands and arms, as well as use hands for handling, fingering, and feeling objects. The employee may occasionally be required to lift and/or move items of light weight. The work environment is primarily an office and courtroom setting, where the noise level is typically quiet to moderate, with periodic interruptions and interactions with the public.
