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Case Clerk

3 months ago

Little Rock, United States Pulaski County Full time
Description

Department: Prosecuting Attorney

Position Control Number: 057

FLSA Status: Non-Exempt; position is eligible for overtime

Safety Sensitive Designation: This position is not designated as safety-sensitive.

Random Drug/Alcohol Test: No

Opening Date: August 16, 2024

Closing Date: August 22, 2024 at 11:59 PM

This job description should not be interpreted as all-inclusive. It is intended to identify the essential functions and minimum qualifications of this job. The incumbent(s) may be required to perform job-related responsibilities and tasks other than those stated in this job description. Nothing in this job description restricts management's right to assign or reassign job-related responsibilities and tasks to this job at any time. Certain functions are understood to be essential; these include but are not limited to, attendance, getting along with others, working a full shift, and dealing with and working under stress. Any essential function of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant only to the extent medically and reasonably feasible.

An Equal Opportunity Employer

JOB SUMMARY: Responsible for the establishment and maintenance of all case files processed within the Prosecuting Attorney's Office; prepares and files all legal documents necessary for case prosecution.

ESSENTIAL JOB FUNCTIONS:
  • Initiates case files for cases received from originating agencies; ensures all supporting documents are included; enters all case data into computer systems; prints labels and defendant cards for each case file.
  • Orders any documents missing from a case from the appropriate agency.
  • Assigns case to an appropriate division based on the type of crime such as drug, domestic violence, or gang-related; forwards to attorney to obtain file decision.
  • Prints out witness lists for the assigned attorney.
  • Maintains an index card file on all case files indicating the status of the case.
  • Prepares felony information by writing charge as indicated by the Deputy Prosecuting Attorney; inputs charge into the computer.
  • Files felony charge information sheet with the Circuit Court's Office.
  • Receives case number from the Circuit Clerk's Office; records number in the computer and/or manual records.
  • Prepares jury instructions and verdict sheets as specified by state law for charges indicated by the attorney.
  • Maintains records of all cases in pending case files, closed case files, or files checked out to Deputy Prosecuting Attorneys.
  • Receives weekly court dockets; pulls all needed case files for review by Deputy Prosecuting Attorneys.
  • Prepares PEN orders to bring prisoners from the penitentiary, other jails, or youth correction facilities for court appearances as defendants or witnesses; obtains judge's signature and files with the Circuit Clerk's Office.
  • Prepares subpoenas, motions, responses to motions, judgments, orders, writs, etc. as requested by attorneys; obtains appropriate signature and files with the courts.
  • Provides copies of all motions filed with the court to the defendant's attorneys.
  • Receives case files from attorneys showing case dispositions; prepares judgments, commitments, and amendments for case disposition such as probation, suspended imposition, acquittal by mental disease, etc. reflecting exact instructions of the court.
  • Inputs case disposition into computer; closes case files.
  • Prepares extradition papers as requested by Deputy Prosecuting Attorneys; sends to Governor's Office for signature.
  • Pulls files and cards upon receipt of Motions for Expungement.
  • Answers questions concerning case status and court times for witnesses, defendants, and attorneys; ensures the confidentiality of all juvenile records and other records as required.
  • Assists the public with completion of complaint forms; answers questions concerning processes involved with filing a complaint through the Prosecutor's Office.
  • Maintains computerized records of complaints filed and actions taken.
  • Collects payment for hot checks as a backup for the Hot Check Administrator.
  • Answers and directs phone calls; greets visitors to the Prosecutor's Offices.
  • Distributes mail to appropriate offices within the Prosecutor's Office.
  • Makes travel reservations and arrangements for victims and witnesses.
  • Types, transcripts, and other documents by use of a transcription machine as needed.
SECONDARY DUTIES AND RESPONSIBILITIES:
  • Performs other related duties as required.
PERSONNEL SUPERVISED: None

WORKING CONDITIONS: Work is performed in a smoking-restricted office environment.

MINIMUM QUALIFICATIONS:

REQUIRED SKILLS, KNOWLEDGE, AND ABILITIES:
    • Considerable knowledge of office practices, procedures, equipment, and terminology.
    • Considerable knowledge of legal terminology.
    • Considerable knowledge of the court system and legal processes.
    • Good knowledge of grammatical construction and spelling.
    • Good knowledge of filing and recordkeeping systems.
    • Some knowledge of basic mathematics.
    • Ability to read and interpret state and Federal law.
    • Ability to establish and maintain detailed recordkeeping systems.
    • Ability to communicate clearly and effectively both orally and in writing with fellow employees, court personnel, law enforcement agencies, attorneys, and the general public.
    • Ability to handle confidential material in a reliable manner.
    • Ability to attend work regularly and reliably.
    • Skill in the operation of a computer terminal.
    • Considerable skill with word processing.
PHYSICAL REQUIREMENTS:
    • Ability to hear and speak sufficiently to communicate information individually and to groups.
    • Digital dexterity is needed for the operation of a computer keyboard and calculator.
    • Visual acuity is needed to observe work performance and the use of a computer monitor.
    • Ability to travel to various locations within Pulaski County work sites.


EDUCATION AND EXPERIENCE:

Completion of high school or equivalent with advanced secretarial training including word processing; some experience in clerical recordkeeping, legal secretarial, or a related area; or any equivalent combination of experience and training which provides the required skills, knowledge, and abilities.

Requirements

Employment is contingent upon the successful completion of an ACIC/NCIC check.

Regular and reliable attendance is an essential function of this position.

Prefer notary public or the ability to become a notary public.