Deputy Court Clerk Specialist

Nature of Work This position is responsible for performing a variety of complex clerical tasks involved in processing civil, criminal, traffic, or collection cases. Additionally, this position is responsible for filling in as a Judicial Clerk for work performed in any courtroom of the District Court of the City of Grand Rapids. Work includes the responsibility for performing a variety of technical clerical functions, which may require the application of independent judgment and the interpretation of routine policies and regulations on the basis of training and knowledge gained through experience on the job. Work also includes responding to requests for information and clarification of procedures from attorneys, the public, court staff and other city employees. Work involves the accurate and expeditious processing of court documents and forms. In addition to daily work in the Clerk’s Office, this position is responsible to fill in as Judicial Clerk when so assigned. As a Fill-In Judicial Clerk, work includes preparing the assigned courtroom for daily activity and for performing various clerical duties while the court is in session. Work also includes making sure that the parties to an action are present and that the necessary records are before the Judge when the case is called. Work involves noting information and filling out forms as the case progresses. Work is performed under the general supervision of the division supervisor and is reviewed through conferences, reports and observation. Work may include training, instructing, assigning work, and limited supervision of lower level classifications in the assigned division. PRINCIPAL DUTIES & RESPONSIBILITIES (An * denotes duties or responsibilities judged to be “essential job functions” in terms of the Americans with Disabilities Act, or ADA.) Performs technical court clerical work in divisions of the Court. Reviews legal documents for completeness, adequacy and accuracy, determines processing required and determines appropriate action in accordance with the Court’s rules, regulations and procedures. Determines proper routing of complaints, petitions and other matters. Issues summons, notices and subpoenas. Coordinates assignment of court appointed attorneys on criminal cases. Computes applicable dates for service and return. Affixes Court seal and authenticates documents. Enters required information on court records and prepares appropriate indices for reference. Prepares and types judgments, executions and attachments. Receives and records fees and other receipts including fees and fines. Makes necessary disbursements. Maintains appropriate records. Balances cash drawer at close of business. Checks garnishment disclosure forms for correctness and records monies. Checks balances in files to assure no overpayments have been made. Acts as a receptionist. Ascertains nature of contacts. Provides information related to the departments or division’s policies and practices, or regulatory guidelines of a clear nature. Refers telephone or direct complaints and inquiries to other staff, as necessary. Receives, sorts, and distributes incoming mail. Maintains filing systems according to prescribed departmental procedures. Sorts and files reports, cards, printouts, correspondence and other data. Posts data to individual records. Types reports and correspondence using typewriter and word processing equipment. Reviews documents for accuracy, clarity, proper grammar and syntax. Fills in as assigned, on an on-call basis, to any courtroom of the District Court as Judicial Clerk for any type of court proceeding. Prepares courtroom for daily activity. Opens court and posts daily court schedule outside the courtroom and announces the Judge. Ascertains presence of parties to the court action and the requisite records for the action. Inspects courtroom for cleanliness, orderliness and adequate heat, light and ventilation. Performs necessary clerical duties while the court is in session. Maintains order, decorum and dignity of the court by seating litigants, witnesses, jurors and spectators. Obtains and delivers file jackets, supplies, forms and related items necessary for use by the Judge and parties. Arranges for security and needs of the jury. Records defendant’s name, and reason for being in court and the disposition of the case in the daily activity log. Transposes information from the log sheet to the defendant’s criminal file. Fills out the forms for work release, community service program and related matters and escorts the defendant to the assigned department for further action. Collects files in civil matters and transports them to the courtroom for the daily schedule. Arranges files in order of appearance. Determines presence of litigants in the courtroom prior to the onset of proceedings. Makes any necessary notations on case concerning further action to be taken or disposition and returns files to Civil Division when actions are complete. When not in the courtroom performs assigned duties in their designated department. Performs other related work as assigned. The above statements are intended to describe the general nature and level of work being performed by a person in this position. They are not to be construed as an exhaustive list of all duties that may be performed by such a person. Minimum Training and Experience Required Education and Experience High school graduation or equivalent, including or supplemented college accounting, bookkeeping courses or other court related studies. Two (2) years clerk experience in the District Court and preferably some training and experience as a court Judicial Clerk. Any equivalent combination of training and experience. Required Licenses or Certifications None. The qualifications listed above are guidelines for selection purposes; alternative qualifications may be substituted if sufficient to perform the duties of the job. Other Necessary Qualifications Knowledge of: Modern office practices and procedures. Personal computer applications and related software. Proper grammar, style, spelling, and punctuation and the ability to type quickly and accurately may be required for some positions. Laws, court rules, procedures and policies, legal documents and legal factors pertaining to the court. The organization and function of the courtroom of assignment. Ability to: Maintain a variety of complex records and to prepare reports from them. Follow oral and written instructions. Establish and maintain effective working relationships with members of the bench, bar, other employees and the public. Take direction from Supervisors regarding daily work schedule. Maintain accurate records of proceedings and transactions while court is in session. Fill out appropriate forms in an accurate and legible manner. Communicate effectively, both orally and in writing. Maintain order and discipline in the courtroom and to effectively handle disturbances through the exercise of good decision-making judgment. Skill in: The operation of standard office equipment and associated software. Additional Information: Perform Deputy Court Clerk assignments as well as temporary assignments to courtrooms as Judicial Clerk when necessary. #J-18808-Ljbffr