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Deputy Clerk Trainee Registry Specialist

1 month ago

Florence, Colorado, United States Pinal County, AZ Full time
Job Summary

Under close supervision, performs basic work in assisting customers, processing court documents and files, and performs basic general clerical and administrative duties for the Superior Court Clerk's Office. This is an entry-level, trainee position. Upon successful completion of the probationary period and the one-year training period, individuals in this classification are eligible for a non-competitive promotion to the Deputy Clerk position.

Typical Classification Essential Duties:
  • Answers routine incoming phone calls and emails from public, attorneys, and court staff.
  • Responds to routine questions from court personnel, attorneys, judges, and the public.
  • Sorts, counts, and stamps incoming court documents. Recognizes the chronological order of documents and significance of various file stamps and indicators placed on files and/or documents.
  • Operates an electronic tracking program to aid in the location of physical files.
  • Retrieves and delivers court documents and files to various locations within the Superior Courthouse.
  • Files court documents and files in assigned storage areas within the Superior Courthouse.
  • Retrieves, and prepares files for court upon request when needed.
  • Maintains accurate and complete digital and physical files.
  • Maintains and distributes court judicial calendars.
  • Collects data to maintain multiple logs and monthly/quarterly reports for the department.
  • Retrieves documents from the electronic case management system and microfilm.
  • Prepares correspondence and court notifications for mailing.
  • Receives and distributes incoming mail for the Clerk of the Court.
  • Accepts, marks, and maintains exhibits according to established procedures.
  • Prepares, processes, and certifies copies of court documents and files.
  • Performs data entry and the imaging of legal documents and files.
  • Enters and maintains data in automated case management system and maintain lists.
  • Assists in the receipt processing, in qualification, sorting, and filing of 60,000 questionnaires.
  • Processes, scans and performs data entry of juror questionnaire information into electronic case management system.
  • Assists with utilization of jury kiosks during juror check in.
  • Attends all Superior Court sessions ensuring there is a memorialization of the court proceeding.
  • Attends hearings where materials (testimony, photographs, and/or videos) involving a sensitive subject matter may be discussed or displayed.
  • Maintains knowledge of Judge assignments, hearing dates and court calendar times for reference during hearings.
  • Records court proceedings in a note-taking manner to complete required minute entry once the hearing is over.
  • Works collectively with judicial staff and adjoining court partners to communicate vital case information during court proceedings and throughout the day.
  • Enters data points during protective order hearings into the electronic case management system.
  • Process interfaces with statewide AZPOINT system which is critical in generating protective order forms and providing real time access to law enforcement.
  • Communicates in person, via email, or phone the various components regarding juror qualifications, reasons for excusal/deferments and general juror information.
  • Performs work in a specified area within the Superior Court Clerk's Office.
  • Adheres to teamwork to help enrich lives beyond expectation.
  • Maintains absolute confidentiality of work-related issues, customer records, and restricted County information.
  • Performs other related duties as required.
Position Specific Duties:
  • None.
Minimum Requirements:
  • High school diploma or GED equivalent.
  • One (1) year of clerical or computer experience.
  • Or an equivalent combination of relevant education and/or experience may substitute for the minimum requirements.
Preferred Qualifications:
  • Valid Arizona State Driver's License.
Knowledge, Skills and Abilities:
  • Knowledge of Business English, spelling, and arithmetic.
  • Knowledge of clerical and office practices and procedures.
  • Skill in using data processing systems and other office equipment and machines.
  • Ability to follow written and verbal instructions.
  • Ability to communicate effectively orally and in writing.
  • Ability to establish and maintain effective working relationships with employees, other agencies, and the public.
Physical Demands:

May be required to lift 25-30 pounds from floor to waist, waist to shoulder or shoulder to overhead, carry 25-30 pounds a distance of 100 feet, or push/pull 25-150 pounds a distance of 300 feet. The work also requires the ability to finger, feel, grasp, handle, reach, perform repetitive motion, kneel, lift, hear, speak, stand, walk, and demonstrate mental and visual acuity.

Work Environment:

Work is performed in a high pace and dynamic environment that requires the ability to be sensitive to change and responsive to changing goals, priorities, and needs.