Deputy Circuit Clerk

Job Summary

Tazewell County is seeking an experienced and highly motivated individual to serve as a Deputy Circuit Clerk. This is a full-time union position with a salary range of $20.49 to $25.58 per hour.

Responsibilities - Courtroom Clerk

• Manage and maintain accurate court records, ensuring compliance with state and federal regulations.
• Assist with the collection of fines and fees, as well as provide support to the Court and public.
• Perform tasks related to docketing, scanning, and filing documents, as well as maintaining existing files.
• Interpret complex court orders and ensure accurate completion of paperwork.
• Provide assistance with virtual hearings and ensure seamless communication with parties involved.
• Enter money judgments into the case management system and maintain accurate records.
• Oversee the assessment and collection of fines, fees, and costs, ensuring compliance with state statutes and administrative rules.
• Seal and maintain confidential files, reports, and evaluations, adhering to strict confidentiality protocols.
• Monitor caseloads in the courtroom to ensure scheduling rules set by the judge are followed.
• Prepare and maintain daily and weekly dockets, as well as set up court sessions for the year.
• Coordinate with the Public Defender, State's Attorney, and Sheriff's Office to ensure timely delivery of judge's orders and provide support in the courtroom as needed.
• Work closely with the Sheriff's Office and Department of Corrections to ensure prisoners are transported to court as ordered.
• Attend bond court and deliver orders to relevant parties, ensuring new dates are scheduled as needed.
• Collaborate with the probation department to coordinate court dates and gather information as required.
• Monitor dormant cases and prepare a peremptory calendar to prevent cases from languishing without disposition.
• Order jurors and court reporters as necessary, and check in jurors to ensure timely arrival.
• Administer oaths to jurors, witnesses, and interpreters, and catalog and store exhibits safely.
• Recall warrants from the Sheriff's Office and assist pro se litigants and attorneys with court rules and procedures.
• Provide forms to attorneys and assist the judge and attorneys with electronic court proceedings.
• Monitor electronic filing for proposed orders and route them to the judge for electronic signature.
• Provide support to the offices when the judge is absent, and remain in attendance at all court proceedings.
• Perform other assigned tasks as required.

Responsibilities - Office Clerk

• Open new files for criminal, civil, and traffic cases received by mail, electronically, or in person.
• Maintain existing files by updating, docketing, and scanning new pleadings, and ensure accurate and timely completion of tasks.
• Have a thorough understanding of state statutes, administrative rules, and Supreme Court rules relevant to the office and its operations.
• Be knowledgeable about assessment and collection of fines, fees, costs, and assessments, and apply this knowledge to case management.
• Generate payment plans according to business rules and answer questions about compliance and collections.
• Receive bonds and apply them as necessary, and issue refunds to parties as required.
• Process payments received through mail, online credit card payments, and in-person transactions.
• Collect yearly child support administrative fees and provide support to courts, attorneys, and the public with child support payment information.
• Understand and interpret court orders, and scan files and prepare them for destruction according to recordkeeping protocols.
• Operate the microfilm machine to assist in looking up archived cases, and set cases in the appropriate courtroom.
• Process incoming mail, conduct record searches, and prepare and transfer cases to other counties as ordered.
• Process incoming probation transfer cases, prepare authenticated and certified copies of documents and files, and prepare Grand Jury notices.
• Be experienced in electronic filing and assist pro se litigants and attorneys with e-filing and troubleshooting.
• Know how to process electronically filed cases to ensure accurate transfer to the case management system and provide correct paperwork to filers.
• Assist the general public and attorneys by answering inquiries, providing forms, and issuing summonses and subpoenas.
• Perform other assigned tasks as required.

Minimum Qualifications

• Paralegal degree or equivalent with at least four years of courtroom experience, or six years of equivalent combination of education and experience.
• Prior experience working in a customer service field.
• Knowledge of legal terminology and ability to interpret statutory language is preferred.
• Experience using Microsoft Word and Excel.
• Experience working in an office setting.