General Nature of Work
The purpose of this classification is to provide administrative support, management, and leadership to the City court, including receiving, indexing, and recording court case information and/or legal documents, entering and updating data into databases, and supervising courtroom operations and staff.
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
- Supervises, directs, and evaluates assigned staff, processing employee concerns and problems, directing work, counseling, disciplining, and completing employee performance appraisals.
- Coordinates daily work activities; organizes, prioritizes, schedules and assigns work; monitors status of work in progress and inspects completed work; confers with assigned staff, assists with complex/problem situations, and provides technical expertise.
- Processes various court-related documentation; assists in preparing, receiving, and processing subpoenas, court judgments, hearings, continuances, bench and probation warrants; enters information pertaining to the same into computer database; receives and date stamps court related and/or legal documents such as citation reports, traffic tickets, and docket reports; reviews, verifies, records and files required information.
- Enters citations, tickets and other information into department databases; updates database information; creates new spreadsheets/files; purges old data as appropriate; makes copies and distributes to appropriate parties; maintains copies in department manual files.
- Records disposition of cases, including transfers; prepares and posts court dockets; assigns court date for warrant cases; coordinates scheduling of court docket and prepares court dockets; maintains arraignment and court calendars; maintains all related files and documentation as required by local, state and federal law.
- Maintains departmental file system: compiles documentation; prepares and sets up files, sorts/organizes documents, and files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record retention.
- Performs customer service functions: provides information/assistance regarding court proceedings, procedures, documentation, fees, case status/disposition, or other issues; distributes forms and documentation; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution.
- Collects, receipts, and refunds payments of fees, fines, bonds, or other fees/services: calculates appropriate fees, records transactions, and issues receipts; prepares bank deposits and forwards as appropriate; completes daily financial reports; checks information for accuracy; posts and amends payments and dispositions in computer database; maintains related documentation and files.
- Processes fingerprint cards; reviews dockets for cases requiring fingerprinting; prepares fingerprinting orders; receives fingerprint cards; enters fingerprint information into database and case file; records and submits dispositions; maintains all related documentation.
- Supervises and coordinates court room operations; attends court sessions; monitors court equipment for proper function; ensures availability of forms and manuals; answers questions and provides information.
- Assists in developing and makes recommendations regarding department budget; monitors expenditures against approved budget; prepares check requests and purchase orders; maintains related documentation.
- Communicates with supervisor, City employees, judges, attorneys, law enforcement, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, resolve problems, or give/receive advice/direction.
- Prepares, types, proofreads, and/or completes various forms, reports, performance reviews, purchase orders, check requests, motions, fund distribution reports, charts, graphs, spreadsheets, or other documents.
- Receives various forms, reports, correspondence, logs, invoices, time sheets, policies, procedures, manuals, handbooks, directories, reference materials, or other documentation; reviews, completes, proofreads, processes, forwards or retains as appropriate.
- Operates a computer, general office equipment, appropriate court/legal software, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software.
Performs general/clerical tasks, which may include answering telephone calls, typing documents, making copies, sending/receiving faxes, filing documentation, or processing incoming/outgoing mail. Performs other related duties as required.
KNOWLEDGE, SKILLS and ABILITIES
Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
Human Interaction: Requires the ability to act as a first-line supervisor, including instructing, assigning and reviewing work, maintaining standards, coordinating activities, and evaluating employee job performance.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference and descriptive data and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Functional Reasoning: Requires the ability to carry out instructions furnished in written, oral, or diagrammatic form. Involves semi-routine standardized work with some latitude for independent judgment concerning choices of action.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change.
Associate’s Degree in Business Administration; supplemented by two (2) year(s) of progressively responsible experience in court procedures, paralegal or related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must obtain and maintain the following certifications: Georgia Crime Information Center and Court Clerk.
Individuals applying for the posted position must be able to perform the essential functions of the position with or without a reasonable accommodation.
Physical Requirements: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.
Sensory Requirements: Tasks require the ability to perceive and discriminate colors or shades of colors, sounds, and visual cues or signals. Most tasks require the ability to communicate orally.
Work Environment: Essential functions are regularly performed without exposure to adverse environmental conditions.