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Deputy Circuit Clerk

4 months ago

Pekin, United States Tazewell County Full time
Job DescriptionJob Description

Tazewell County, Illinois is seeking an experienced, highly motivated and collaborative individual to serve as a Deputy Circuit Clerk.

Appointed by the Circuit Clerk and under the direct supervision and direction of the Chief Deputy/Department Manager, the Deputy Circuit Clerk is responsible for initiating and maintaining accurate court records and assisting with the collection of fines and fees as well as assisting the Court and public. This position can serve as either a Courtroom Clerk or Office Clerk. This is a full-time union position with a salary range of $20.49 to $25.58 per hour.

Responsibilities - Courtroom Clerk

  • Docket and scan all documents and maintain existing files.
  • Know when to close a case and how to enter dispositional data.
  • Send reports to the State Police for cases involving domestic violence, disabled adults and firearm violations.
  • Interpret complex court orders and get paperwork to the appropriate agencies.
  • Provide assistance with zoom hearings.
  • Enter money judgments in the case management system.
  • Know the assessment schedules and conditional assessments as well as oversee the Financial Sentencing Orders to ensure they are completed correctly.
  • Must have knowledge of statutes pertaining to assessments and know when and how they are to be applied.
  • Seal and maintain confidential files, reports and evaluations.
  • Monitor caseloads in the courtroom so that scheduling rules set by the judge are followed.
  • Set up court sessions for the year as well as maintain/prepare daily and weekly dockets.
  • Set cases in the appropriate courtroom.
  • Prepare and mail notices to all interested parties.
  • Notify attorneys and litigants of judge's decisions and orders.
  • Work closely with the Public Defender, State's Attorney and Sheriff's Office to ensure the judge's orders are delivered as well as assist them in the courtroom when needed.
  • Work with the Sheriff's Office and with the Department of Corrections to get prisoners to court when ordered.
  • Attend bond court and deliver all orders to appropriate parties and make sure new dates are scheduled.
  • Work with the probation department to coordinate court dates and gather information when needed.
  • Monitor dormant cases and prepare a peremptory calendar to keep cases from sitting with no disposition.
  • Order jurors and court reporters when appropriate.
  • Check in jurors and assist the jury commission as needed.
  • Administer oaths to jurors, witnesses and interpreters.
  • Catalog and safely store all exhibits.
  • Recall Warrants from the Sheriff's Office.
  • Assist pro se litigants and attorneys with court rules and procedures.
  • Provide forms to attorneys.
  • Assist the judge and attorneys with e-court.
  • Monitor e-file for proposed orders and route them to the judge for electronic signature.
  • Assist the offices when the judge is gone.
  • Remain in attendance at all court proceedings.
  • Perform other assigned tasks as required.

Responsibilities - Office Clerk

  • Open new files for criminal, civil and traffic cases that are received by mail, electronically or over the counter.
  • Maintain existing files by updating, docketing and scanning new pleadings.
  • Know and understand the state statutes, administrative rules and Supreme Court rules that pertain to the office and office operations.
  • Have an intimate knowledge of all statutes pertaining to the assessment and collection of fines, fees, costs and assessments and how they are to be applied to a case.
  • Generate payment plans according to business rules and answer questions about compliance and collections.
  • Receive bonds and know when and where to apply them.
  • Issue refunds to parties.
  • Process payments received through the mail, online credit card payments and payments received over the counter.
  • Collect yearly child support administrative fees.
  • Knowledge of all aspects of the office is needed to help Pro-Se litigants with the following: how to file a case, when and how to file a petition in a case and how to get a hearing date and serve notice, assist with electronic filing, know what forms are needed for a multitude of case situations, and know and be able to direct them to appropriate agencies, departments or the law library.
  • Assist with DHFS cases for child support issues and supply courts, attorneys and the public with child support payment information.
  • Understand and be able to interpret court orders.
  • Scan files and prepare for destruction according to the manual on recordkeeping. Operate the microfilm machine to assist in looking up archived cases.
  • Set cases in the appropriate courtroom.
  • Process incoming mail.
  • Conduct record searches.
  • Prepare and transfer cases to other counties as ordered.
  • Process incoming probation transfer cases.
  • Prepare authenticated and certified copies of documents and files.
  • Prepare Grand Jury notices and present Indictment Sheet to the Circuit Judge for signature.
  • Must be experienced concerning electronic filing and be able to assist pro-se litigants and attorneys with how to e-file and be able to troubleshoot for them.
  • Know how to process electronically filed cases so that they transfer over to our case management system correctly, and the filer receives the correct paperwork.
  • Assist the general public and attorneys by answering inquiries, providing forms and issuing summon and subpoenas.
  • Perform other assigned tasks as required.

Minimum Qualifications

  • Paralegal Degree or equivalent with at least four (4) years courtroom experience OR six (6) years equivalent combination of education and experience
  • Prior experience working in a customer service field
  • Knowledge of legal terminology and ability to interpret statutory language is preferred
  • Experience using Microsoft Word and Excel
  • Experience working in an office setting

How to Apply

We do not sponsor foreign nationals for immigration purposes. Applications should not be submitted if an immigration sponsorship will be required either now or in the future. Only United States Permanent Residents or Citizens will be considered.

We offer an excellent benefit package including medical, dental, vision, FSA, paid holidays, personal days, sick days, vacation, and retirement. If you are interested in this position, please submit a resume.


Tazewell County is an Equal Opportunity Employer.

EOE - race/color/religion/sex/Sexual orientation/gender identity/national origin/disability