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 guidance 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 based on 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 details.
  5. Electronically file and access court cases, dockets, and affidavits.
  6. Notify defendants and legal representatives of court dates and prepare subpoenas.
  7. Prepare court dockets in advance of sessions, schedule court events, and manage dockets during court proceedings.
  8. Assist the judge in the courtroom and coordinate courtroom activities, including attendance at jail arraignments.
  9. Perform duties related to civil domestic violence petitions and environmental code violations as needed.
  10. Handle cashiering, collections, warrants, jail, or courtroom clerk responsibilities as required.
  11. Open and verify incoming mail; scan relevant documents into the appropriate case files; record checks, cash, money orders, and other court-related documents.
  12. Respond to record requests promptly, including certifying documents.
  13. Answer phone inquiries and assist citizens with questions regarding Municipal Court operations and policies.
  14. Receive and route court documents between judicial chambers, prosecutor's office, and law enforcement to ensure accurate filing.
  15. Perform additional assigned duties as necessary.

Knowledge, Skills, and Abilities:

The ideal candidate will possess the necessary knowledge, skills, and abilities to effectively perform the essential functions of the role. Key attributes include:

  • Ability to quickly learn and adapt to the court's software systems.
  • Strong attention to detail and accuracy in processing court records and documents.
  • Understanding of court system operations.
  • Ability to identify and initiate tasks with minimal supervision.
  • Proficiency in basic mathematics and legal terminology.
  • Excellent grammar, writing, and verbal communication skills.
  • Strong organizational skills with the ability to prioritize and meet critical deadlines.
  • Adaptability to technological and environmental changes.
  • Commitment to maintaining confidentiality of court documents and records.
  • Data entry proficiency with a typing speed of at least 30 words per minute.
  • Familiarity with Microsoft Office applications, including Word, Excel, Outlook, and Adobe Acrobat.
  • Exceptional customer service skills, remaining composed in stressful situations.
  • Able to foster effective working relationships with court and city personnel, as well as related agencies.

Education and Experience:

A high school diploma is required, along 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 the required experience. Previous experience in a court or legal setting is preferred.

Licenses or Certificates:

The candidate must be able to obtain certification in the National Incident Management System courses (NIMS) and possess a valid driver's license.

Physical Demands and Working Conditions:

This position requires occasional lifting and carrying of items weighing over 10 pounds, as well as visual acuity, speech, and hearing capabilities. The role involves manual dexterity for operating a computer keyboard and basic office equipment. The working environment is primarily office-based.

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