Justice Court Clerk

Court Clerk II Department: Justice/City Court Supervisor: Justice of the Peace FLSA Status: Non-Exempt Job Summary: Under general management direction, the Court Clerk manages the office operations and activities of the Justice and City Courts in the performance of a wide variety of clerical, secretarial, legal and administrative support functions within well-defined legal procedures and direction; coordinates assigned activities with other departments and outside agencies. Scope of Responsibility Incumbent has a high degree of understanding of department and functional operations and works with high initiative. Working with management guidance the incumbent considers objectives to make non-routine choices within established precedent where work impact is high, affecting long-term performance of the courts. Incumbent performs advanced troubleshooting or analysis and uses judgment to select from known alternatives, but must also create and develop safety problem solving spontaneously. Position requires frequent interaction to provide specialized information and interaction requiring detailed procedural explanations or technical responses, where relationships involve cooperation within the overall organization and/or directly interfacing with individual customers or vendors. This interaction is critical for establishing the overall tone of communication in the courts. It affects the overall work environment and safety of court employees, litigants and the public. Essential Duties and Responsibilities: 1. Manages the office operations and activities of the Justice and City Courts in the performance of a wide variety of clerical, secretarial, legal and administrative support work within well-defined legal procedures and direction. 1.1 Assists in docketing of tickets, civil claims, small claims and criminal proceedings. 1.2 Prepares court dockets and files. 1.3 Ensures all information regarding a file is entered accurately in the case management system. 1.4 Distributes documents and referrals as appropriate. 1.5 Completes record searches. 1.6 Prepares reports to various criminal justice agencies, including police, Montana Department of Justice-Criminal Division, Montana Department of Justice-Department of Motor Vehicles, NCIS and others. 1.7 Operates general office equipment, including computer, label maker, calculator, computer printer, copy machine, fax machine and others. 1.8 Participates as assigned in a continuing program of office modernization, including the establishment, maintenance and updating of computer systems for improved office operations as needed and required by the Montana Supreme Court. 1.9 Processes, distributes and picks up mail. 1.10 Maintains Judges calendar and prepares daily schedule. Schedules and confirms hearings, trials, etc. on the Judges calendar and receives and schedules visitors. Arranges meeting as required. 1.11 Types, proofreads and distributes opinions, orders, docket entries, correspondence, forms, etc. of a specialized and confidential nature. 1.12 Ensures that all of relevant laws and court rules are followed when processing documents. Maintains familiarity with Montana Statues as they relate to all aspects of court. 2. Receipts payments made to court for fines, fees and restitution and makes deposits to trust account. 2.1 Records and maintains time pay accounts. 2.2 Processes Failure to Pay, Failure to Comply and Failure to Appear Notices. 2.3 Send bond refund notices and checks. 2.4 Prepares end of day reports. 2.5 Prepares reports for local and state agencies. 3. Attends court hearings, motions, and trials, and performs a variety of Courtroom related tasks. 3.1 Ensures courtroom is set up appropriately. 3.2 Checks in parties for court appearances. 3.3 Opens court sessions. 3.4 Completes court minutes and other forms as required. 3.5 Performs jury related duties, including juror lists, preparing and sending jury questionnaires, checking jurors in and providing general assistance. 3.6 Jury room prepared and refreshments ready for jury at trial. 3.7 Completes claims for witness and jury fees/costs. 4. Responds to counter, telephone and written requests. 4.1 Answers telephone calls, screens calls, takes messages, provides general information to the public and makes appropriate referrals to other agencies. 4.2 Responds to requests from Judge, Prosecutors, Public Defenders, Attorneys, Police Department and other for assistance and information. 4.3 Assists in co-ordination of court matters with Judge, parties, attorney, witnesses, police and others. 4.4 Requires substantial interaction with the public and co-workers. This requires communication of complex and/or unpleasant information, requiring the ability to remain tactful, patient, pleasant and tolerant under stressful situations. 4.5 Works regularly with confidential information. High ethical standard is required. Discretion and integrity are recognized requirements of the job. 5. Travel to Clerks conventions, District meetings and computer training. 5.1 May attend the Montana Clerks Fall Convention usually held in places such as Billings, Great Falls, Helena, Butte or Kalispell, which would require travel and overnight stays. This usually lasts 3-4 days. The Convention is sponsored by the Supreme Court. 5.2 May attend the Clerks District Spring Meeting held at different places throughout their District which would require out of town travel unless hosted by us. This meeting is a 1-day meeting. 5.3 May attend the National Clerks Fall Convention usually held in places such as Salt Lake City, Denver, Dallas, Albuquerque, which would require travel and overnight stays. This convention is put on by the JUSTICE SYSTEMS who owns and updates our Computer Software. This convention is a week long. 5.4 May attend various other training or meetings that would require travel and overnight stays. 6. Member of Montanas Clerks Association 6.1 By being a member of this Association it enables the clerk to be a voting member. 6.2 May allow the Clerk a discount on registration fees for conventions. 6.3 May be eligible for a scholarship to attend the National Convention. 6.4 Learning tool for Clerks by receiving valued information and necessary knowledge regarding computer data entry. 7. Performs other duties as assigned. Minimum Qualifications: Position requires reading, communication, math, and problem-solving skills equivalent to that of one holding a high school diploma or GED, and three years of related work experience in court system operations, or the equivalent. Experience with government and knowledge of department and functional operations is preferred. The job requires strong interpersonal skill. Physical Demands & Working Conditions: Work is primarily in an office environment but requires driving a motor vehicle on public roads. Requires moderate physical effort, moving between 5 and 25 pounds, on an intermittent basis (less than 15% of the time). Incumbent must stand and work with arm above the shoulder on an intermittent basis; bend and kneel on an occasional basis and walk on a frequent basis. Requires high attention to detail and deadlines on a frequent basis (between 45% and 70% of the time). Work requires exposure to multiple disagreeable elements, at least two of which are intense over 70% of the time. These include but are not limited to angry public, inability to leave work station or control pace. Added 2018: Must comply with Code of Judicial Conduct. Must complete CJIN training and fingerprinting if needed. Must learn and use Insurance Verification System. Must learn and use Montana Supreme Court ordered case management system. Must learn and use Citepay. Must import electronic citations and process electronic dispositions. Must learn and use state televideo and polycam technologies to facilitate remote appearances for hearings. Added 2023: Must perform victim advocate services. Victim advocate responsibilities include: *Discerning victim needs including safety issues and legal procedure. *Assisting victims in understanding legal action. *Referring victims to other agencies for medical help, counseling, criminal investigations etc. *Providing Temporary Order of Protection paperwork. *Obtaining mailing addresses for victims receiving restitution. *Providing emotional support. Sweet Grass County is an equal opportunity employer. recblid yz7a3bahi7yej499h82zm0opjz0dni