Title: Deputy Court Clerk FLSA: Non-Exempt Department: Municipal Court Pay Rate: NE3: $21.882 - 31.729/hr Reports To: Court Administrator Last Revised: Nov. 2024 POSITION SUMMARY: Under the general supervision of the Municipal Court Administrator, the Deputy Court Clerk performs general administrative support, office duties, monetary collections, and the daily functions of municipal court while portraying a high standard of customer service at all times during the performance of assigned duties. Duties include, but are not limited to; contact with the public and city employees, processing of citations, warrants, operation of Court Software system and other computer, court, and office equipment for accurately entering, editing and producing court data. The Deputy Court Clerk is expected to adhere to any and all city policies and procedures, as well as state and federal guidelines that apply to assigned duties. ESSENTIAL DUTIES and RESPONSIBILITIES: Provide customer service to citizens, defendants, parents of defendants, and other parties by phone and in person, including but not limited to: answering questions, takes payments, sets court dates, data entry, prepares payment plans, receive documents, and file appropriately. Assist citizens with information regarding the municipal court process (e.g. options available, procedures, etc.). Prepare cases for court, process judgements and dispositions, and enter case information into court software system. Assist judge, prosecutor, attorneys/lawyers, and court personnel as needed. Perform jury selection process. Prepare and maintain files, both paper and electronic, including data entry and digital imaging. Review court files for compliance of judges orders; prepare arrest warrants for issuance in cases of noncompliance. Generate correspondence and documentations for defendants and attorneys/lawyers related to court case files, including court summons, letters, promises to appear, document receipts, etc. Receive payments and provide receipts for court fines and fees, as well as cash bond payments, in the form of cash, check, money order, and credit card in person, by mail, online, or by phone. Balance cash drawer daily. Perform end-of-day reconciliation process, including posting of payments in computer system, balancing all monies to transaction reports, and preparing the bank deposit. Regularly review work for accuracy and completeness. Perform other administrative tasks, including but not limited to: answer phones, respond to email, process incoming and outgoing mail, etc. Communicate professionally, promptly, effectively, and courteously with fellow employees and the public in writing, in person, and on the telephone. Assist customers with general information about the City and its services, and direct inquiries to the appropriate department. ADDITIONAL DUTIES and RESPONSIBILITIES: Regular and punctual attendance is required. Ability to work outside of regular schedule upon request for court proceedings. Attend training seminars, conferences, and workshops as required to maintain and enhance professional knowledge and skill. Other duties as assigned.
REQUIRED KNOWLEDGE, SKILLS, and ABILITIES: Ability to comprehend, retain, and correctly use and apply City and department policies, Texas Code of Criminal Procedures, Penal Code, Transportation Code, Code of Ordinance, and other legal, legislative, State, Federal, or City procedures. Ability to work well under pressure; prioritize effectively; exhibit appropriate decision making; and perform successfully in a dynamic, changing environment with professionalism, flexibility, and adaptability. Ability to utilize strong attention to detail; exhibit effective professional judgement through initiative and creative problem solving; and effective organization skills. Ability to work effectively in a team environment, and treat employees, co-workers, and customers with professionalism, courtesy, and respect. Ability to maintain strict confidentiality in all aspects of the job. Excellent oral and written communication skills. Ability to maintain emotional control in stressful situations, including interactions with customers who are upset or argumentative. Advanced knowledge of Microsoft Office, including document creation and maintenance. Knowledge of InCode preferred. Knowledge of digital file maintenance preferred. Working knowledge of proper cash handling and basic office procedures. Ability to perform data entry/inquiry functions with speed and accuracy. Ability to make mathematical calculations accurately. Ability to adhere to all department and City policies and procedures. Bilingual speaking fluency in Spanish language preferred. MINIMUM QUALIFICATIONS: High School diploma or GED. Bachelors degree in related field preferred. Three (3) years of lead problem-solving experience in an administrative role required. Court experience preferred. Certifications/Training: - Texas Crime Information Center (TCIC)/Texas Law Enforcement Telecommunications System (TLETS): complete training within six (6) months of start date - Criminal Justice Information Services (CJIS) Security Awareness Training: complete training within six (6) months of start date - Texas Municipal Court Education Center (TMCEC) New Court Clerks training: complete within one (1) year of start date - TMCEC Level 1 certification: obtain within two (2) years of start date Must have valid Texas Drivers license and safe driving record. Must pass a pre-employment screening, background check and employment eligibility verifications. PHYSICAL DEMANDS and WORK ENVIRONMENT: The essential functions of this position are performed primarily in an indoor environment and in a seated position. Position requires frequent sitting, repetitive motions, lifting of negligible weights, fine dexterity and the ability to clearly see and hear. Occasional stooping, pushing, pulling, bending, carrying, lifting up to fifty (50) pounds and kneeling may be required for some duties. Must be able to use various office equipment, including but not limited to, computers, audio/visual technology, telephones, fax machines, printers, copiers, etc. Some work may be performed in an outdoor environment in which the employee may be exposed to heat, cold, inclement weather, dust, strong odors, etc. This job is performed in a courtroom environment with potential exposure to law enforcement and detained/arrested persons presence.
EQUAL EMPLOYMENT STATEMENT: The City of Roanoke provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, the City of Roanoke complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, and transfer, leaves of absence, compensation and training. The physical demands described in this document are representative of those that must be met by an employee to successfully perform the essential functions of this jobs. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. JOB DESCRIPTION SIGNATURES: This job description is approved by the Department Director and Human Resources. Department Head Signature Date Human Resources Signature Date By signing below, I, the employee, acknowledge that I have read and understood the requirements, essential duties and expectations of this position. Employee Signature Date
