Municipal Court Administrative Assistant

1 week ago

Gulfport, Mississippi, United States City of Gulfport Full time

Position Title: Deputy Court Clerk I (DCC1)

Department: 125 Municipal Court

EEO Category: Office & Clerical

FLSA Status: Non-Exempt

Hourly Pay: $13.69/hour

Position Overview:

Under the general oversight of the Court Administrator or designated representative, the Deputy Court Clerk I engages in a variety of clerical, cashiering, collection, courtroom, and administrative support functions for the Municipal Court. This role adheres to established policies and procedures in accordance with relevant statutes, regulations, and local ordinances.

Key Responsibilities:

  1. Uphold a high standard of professionalism and confidentiality.
  2. Execute all court operations within the court's case management system, including data entry, verification of information from law enforcement, courtroom and docket management, collections, and cashier duties.
  3. Import and scan various legal documents into the case management system.
  4. Conduct research within the case management system to retrieve court case information.
  5. File and retrieve court cases, dockets, and affidavits electronically.
  6. Notify defendants and legal representatives of court appearances and prepare subpoenas.
  7. Prepare court dockets in advance of sessions, schedule court events, and manage dockets during proceedings.
  8. Assist the judge in the courtroom and coordinate courtroom activities, including attendance at jail arraignments.
  9. Perform tasks related to civil domestic violence petitions and environmental code violations.
  10. Handle duties associated with cashiering, collections, warrants, jail, or courtroom clerking.
  11. Manage cash/surety bonds, appeals, or expungements as required.
  12. Open and verify incoming mail; scan documents into the appropriate case files; record checks, cash, money orders, and other court-related documents.
  13. Respond to record requests promptly, including certifying documents.
  14. Answer phone inquiries and assist citizens with questions regarding Municipal Court operations and procedures.
  15. Receive and route court documents accurately between judicial chambers, prosecutor's office, and law enforcement to ensure proper filing.
  16. Perform all other assigned duties as necessary.

Knowledge, Skills, and Abilities:

  • Demonstrated ability to learn quickly and adapt to the court's software systems.
  • High degree of accuracy in processing court records and documents.
  • Understanding of court system operations.
  • Ability to identify and initiate work tasks with minimal supervision.
  • Strong attention to detail and ability to multitask in a fast-paced environment.
  • Basic mathematical skills.
  • Familiarity with legal terminology and documents.
  • Excellent grammar, writing, and verbal communication skills.
  • Organizational skills to prioritize work and meet critical deadlines.
  • Adaptability to technological and environmental changes.
  • Confidentiality in handling court documents and records.
  • Proficient data entry skills with a minimum typing speed of 30 wpm.
  • Working knowledge of Microsoft Office applications including Word, Excel, Outlook, and Adobe Acrobat.
  • Strong customer service skills, maintaining composure in stressful situations.
  • Ability to foster effective working relationships with court and city employees, as well as related agencies.

Education and Experience:

High school diploma required, with one to two years of general clerical or business experience. Completion of twenty semester hours of college or an Associate Degree may substitute for one year of required experience. Other combinations of experience and/or education that meet minimum requirements may be considered. Previous experience in a court or legal setting is preferred.

Licenses or Certificates:

Must be able to obtain certification for the National Incident Management System courses (NIMS). A valid driver's license is required.

Physical Demands and Working Conditions:

The physical demands outlined here are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Physical requirements include occasional lifting and carrying of items over 10 pounds; visual acuity, speech, and hearing; hand-eye coordination and manual dexterity necessary for operating a computer keyboard and basic office equipment. The role primarily involves working in an office environment.

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