Listing Summary

Job Summary

Performs clerical duties in support of the work of the Municipal Court and is responsible for the coordination of the Police Departments National Crime Information Center/Georgia Crime Information Center (NCIC/GCIC) operations.

 

Duties

-Receives new tickets or citations from law enforcement; assigns case numbers; enters all required

information into the case management program; enters fine amounts; schedules cases on arraignment

calendar; closes ticket following arraignment and enters disposition fine and plea information.

-Files pleadings into the correct case files; returns files used by public; pulls files from vault for court       hearings, judges, and others.

-Attends court session for arraignments, bench trials, motions, and special hearings.

-Receipts funds for fines and fees; balances and reconciles the daily receipts.

-Schedules cases; prints and distributes notices, court calendars, and subpoenas; reschedules cases as

needed; issues DPS notices for individuals who fail to appear.

-Maintains case information.

-Answers telephone and greets visitors; provides information and assistance; collects payments; provides

official documents.

-Enters data and scans legal documents, including court orders, complaints, summons, notice of hearings, vital records form, and others.

-Processes incoming and outgoing mail; processes and file stamps legal documents.

-Ensures compliance with all GCIC procedures.

-Maintains list of operators with access to CJIS Network.

-Maintains mobile operators’ access to the CJIS Network via Records Management System.

-Ensures that all certified CJIS Network Operators maintain current certification.

-Assigns usernames and passwords for LMS system to current and new employees.

-Administers Security Awareness Training for all agency employees.

-Maintains and updates usernames and passwords for all CJIS Network Operators.

-Updates and maintains Control Management, Service, and User Agreements.

-Ensures all new employees are fingerprinted and receive Security Awareness training.

-Maintains GCIC file retention limits.

-Maintains CJIS Network related documents.

-Prepares for and conducts GCIC audits.

-Attends training, conferences and meetings as required.

-Performs other related duties as assigned.

Knowledge

-Knowledge of office procedures and policies.

-Knowledge of the principles and practices of records management.

-Knowledge of computers and job-related software programs.

-Knowledge of court rules and regulations.

-Knowledge of GCIC/NCIC certification requirements.

-Knowledge of general law enforcement practices.

-Knowledge of federal, state, and agency policies and procedures.

-Knowledge of public safety rules, regulations, and terminology.

-Knowledge of the Open Records Act.

-Knowledge of personnel laws and City and Police Department personnel procedures.

-Skill in interpreting complex information and in conveying it to others in an accurate, complete, and

 understandable manner.

-Skill in public and interpersonal relations.

-Skill in oral and written communication.

-Skill in working independently and in a team setting.

-Skill in collecting and analyzing data.

-Skill in dealing with the general public.

-Skill in typing.

-Skill in establishing and maintaining effective working relationships with employees and the general public.

-Ability to prioritize and organize tasks to manage workload.

-Ability to prepare clear and comprehensive reports.

- Ability and knowledge to secure, protect, maintain, and properly disseminate various pieces of confidential information including oral or written personnel, financial, medical, criminal, investigative, and operational or other sensitive information or materials.

Supervisory Controls

The supervisor assigns work in terms of somewhat general instructions. The supervisor spot-checks completed work for compliance with instructions and established procedures, accuracy, and the nature and propriety of the final results.

Guidelines

Guidelines include the Official Code of Georgia and court guidelines, rules, policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.

Complexity/Scope of Work

The work consists of related clerical duties. Strict regulations and deadlines contribute to the complexity of the position. The purpose of this position is to provide clerical support for court operations. Success in this position contributes to the efficiency and effectiveness of court operations.

Contacts

Contacts are typically with co-workers, the general public, attorneys, judges, other court personnel, law enforcement personnel, property owners, and members of the news media. Contacts are typically to give or exchange information, resolve problems, or provide services.

Physical Demands/Work Environment

The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, bending, crouching, or stooping. The employee frequently lifts light and occasionally heavy objects, climbs ladders, and uses tools or equipment requiring a high degree of dexterity. The work is typically performed in an office or courtroom.

Special Certifications and Licenses

Possession of a valid State of Georgia driver's license and a satisfactory Motor Vehicle Record (MVR) in compliance with Police Department hiring standards. Successful completion of Georgia Municipal Court Clerk Certification within 12 months of employment and required yearly training thereafter. Successful completion of Georgia Crime Information Center (GCIC) Criminal Justice Information System (CJIS) Network Operator training within sixty (60) days of employment and every two (2) years thereafter. Terminal Agency Coordinator certification.

Minimum Qualifications

-Knowledge and level of competency commonly associated with completion of specialized training in the field of work, in addition to basic skills typically associated with a high school education.

-Experience sufficient to thoroughly understand the work of subordinate positions to be able to answer questions and resolve problems, usually associated with one to three years experience or service.

-Possession of or ability to readily obtain Municipal Court Clerk certification.

-Possession of or ability to readily obtain GCIC/NCIC TAC certification.

-Possession of a valid driver’s license issued by the State of Georgia.