Judicial Clerk

DEFINITION:

Under general supervision of the District Court Supervisor, a Judicial Clerk is responsible for performing a wide variety of duties in support of the Court, to include, but not limited to typing; filing; data entry; answering telephones; interacting with the public and other agencies; coordinating with and supporting other staff members; handling money; operating and maintaining equipment; and initiating, monitoring and closing all types of court cases; as well as clerking for and recording the proceedings of the Court.  

EXAMPLES OF DUTIES:

Include, but are not limited to the following: 

• Receive and process documents for the District Court.
• Collect and enter transactions into the case management system for filing fees and the court-assessed fees and/or fines following minimum accounting standards established by the Nevada Supreme Court.
• Collect and enter transactions for cash bails, security bonds, jury deposits, and all other fees ordered by the court, depositing them into the District Court Trust Account. 
• Performs daily and monthly reconciliations of bank accounts and compiles monthly fund remittances in conjunction with Controller’s Worksheets, Treasurer’s Receipts, and Administrative Assessment Reports.
• Assists in the processing of accounts payable by preparing payable requests for approval and ensuring all payables are properly accounted for.
• Process and complete District Court appeals as prescribed by the Nevada Revised Statutes.
• Clerk for the Fourth Judicial District Courts.  Attend court, produce minutes of all hearings, and enter a Record of Court Proceedings in each court file.        Maintain and secure exhibits received, marked, and ordered into evidence during hearings and jury trials.
• Complete monthly statistical reports for the Administrative Office of the Courts.
• Review files for accuracy prior to scanning.
• Jury Clerk, compiling and maintaining a list of prospective jurors as prescribed by the Nevada Revised Statute.  
• Research and locate historical documents.

• Acts as a receptionist by answering telephones and greeting the public at the Court counter and documenting all such conversations when case related.
• Receives and files a variety of legal documents, reviewing them for completeness, timeliness, compliance with the law and rules of the Court, and rejecting improper documents.
• Collects, sorts, and distributes mail sent to the Court, and prepares and sends mail from the Court to other agencies and individuals.
• Monitors consumable supplies used by the Court and reorders supplies as needed.
• Explains and provides clarification regarding operational procedures and policies of the Court to plaintiffs, defendants, witnesses, attorneys, staff of other agencies, and members of the public, while refraining from providing legal advice of any kind.
• Performs notarial acts both as a Notary Public and as a Deputy Court Clerk, including taking acknowledgments, administering oaths and affirmations, certifying copies, and executing jurats.
• Research and answer questions regarding case activity and process record requests for active, inactive, and closed cases.
• Initiates citations, infractions, and formal criminal and civil cases in the case management system, and enters all relevant data including information regarding plaintiffs, defendants, charges/allegations, appearance/answer/due dates, and bail amounts.
• Monitors cases for compliance with appearance dates and sentencing requirements such as payment of fines and/or restitution, completion of community service, successful completion of court-ordered classes/seminars, adherence to court-ordered restrictions on personal activities, and enrollment in, attendance at, and completion of court-ordered counseling.

• Generates late notices, orders to show cause, and bench warrants for cases that fall out of compliance.
• Reports failures to appear and failures to comply with collections agencies and/or the Department of Motor Vehicles, as applicable.
• Validates active arrest warrants and outstanding bench warrants monthly and upon request and identifies instances in which amended warrants are needed.
• Accepts and posts bail on warrants and prepares and disseminates warrant recalls to the applicable agencies.
• Reports convictions of crimes to the Criminal History Repository and/or the Department of Motor Vehicles, as applicable.
• Prepares bank deposits and verifies funds received by the Court on a daily basis.
• Prepares summonses and arrest warrants on new formal criminal cases, and disseminates them to the appropriate agencies and parties following issuance.
• Issues summonses, orders, and writs of execution on civil cases and disseminates them to the appropriate agencies and parties.
• Tracks arrests by law enforcement agencies, notifying applicable agencies and sending authorization for the release of defendants on their own recognizance when so ordered.
• Prepares, schedules, coordinates, and monitors the Court’s calendar to ensure hearings and trials proceed in the most efficient and timely manner possible. 
• Closes, scans all files within a case, and files cases in which dismissals have been filed, ensuring all sentencing requirements have been met, or statutory time limits have expired.
• Maintains the records management system of the Court in accordance with the Nevada Supreme Court Schedule for Retention of Administrative Records.

Required Knowledge and Skills, and Abilities:

            Knowledge of: 

• Working knowledge of the English language including spelling, grammar, punctuation, vocabulary, and formats.
• Working knowledge of computer hardware and software including word processing, spreadsheets, and databases for the purposes of creating, editing, and distributing information.

• Basic knowledge of the Nevada state court system and the way cases proceed through the system. 
• Basic knowledge of Nevada Revised Statutes, Elko County Code, and Elko City Code as they pertain to the Court. 
• Basic knowledge of the roles and responsibilities of outside agencies with whom the Court frequently interacts, such as the Elko County Sheriff’s Department, Nevada Highway Patrol, Elko Police Department, Elko City Attorney’s office, and Elko County District Attorney’s and Public Defender’s offices.  

• Policies, procedures, and regulations related to court operations.
• Fourth Judicial District Court Rules of Practice.

Skills & Abilities: 

• Read and understand criminal and civil complaints, statutes and codes, letters, legal documents, and legal terminology.
• Accurately type at a net rate of no less than 40 words per minute.
• Understand and complete complex clerical work, as well as carry out various other work processes to ensure the effective and efficient operation of the court.
• Communicate clearly both in writing and verbally, in a tactful and courteous manner with defendants, co-workers, and the public in all situations.
• Maintain confidentiality & work independently while demonstrating initiative and making sound judgments.
• Comply with the Model Code of Conduct for Court Professionals in the State of Nevada.
• Ability to act accordingly with persons that are upset, distraught and emotional.

Physical Demands and Working Environment

An employee in this position must meet the following physical requirements upon application:

• Frequent interruptions to planned work activities will occur as special needs from the public, co-workers, other agencies, other departments, and supervisors arise.  Special circumstances may require reporting to, staying at, or returning to work beyond normal business hours.  
• The ability to work in a high-stress, demanding environment with numerous deadlines.
• Occasional exposure to hostile individuals or potentially hazardous evidence materials may occur.  
• Sufficient mobility to work in a typical office setting and use various office equipment.  
• Dexterity, coordination, hearing, speech, and vision adequate to effectively communicate in person or via telephone, and to use a keyboard and video display terminal for prolonged periods.  
• Strength and stamina to bend, stoop, sit, and stand for extended periods of time. Periodic lifting of files, stacks of paper or reports, references, and other materials.  Some bending, reaching, squatting, and stooping are necessary.   Lifting (up to 50 pounds) is periodically required. 
• The noise level in the work environment is low to moderate.

**This position description is a general guideline for work behavior and is not intended to be a comprehensive listing of all job duties. Therefore, it is also not, nor can it be implied to be, a contract of employment with Elko Justice & Municipal Court. The content of this position description may be changed without notice, and employment may be terminated by either party at will. Reasonable accommodations may be made to enable individuals with disabilities to perform essential tasks. **