Description

SUMMARY: Under direct supervision of the City Manager; responsible for the daily operations of the Vidor Municipal Court; assists and carries out clerical tasks in court of law by performing the duties listed below and does related work as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following.  Other duties may be assigned.

        Collects payments of Court fines and fees and enters information into Court system to produce receipt for Defendant

        Prepares daily reconciliation of Court fines and fees for deposit

        Prepares Court docket of cases to be called for trials, pre-trial conferences, bond hearings, indigent hearings, and cash bond forfeiture hearings

        Records case dispositions, pleas, court orders, and installment payment agreements of Court fines and fees on the case files

        Examines legal documents submitted to Court for adherence to state law or Court procedures, and prepares, posts, files or routes these documents.  This includes, but is not limited to pre-trial motions, appeals, affidavits for release of surety, motions to withdraw as counsel, and letters of representation

        Processes and mails official Court summons, jury summons, subpoenas, subpoenas duces tecum witness letters, and attorney letters to notify parties when to appear in Court

        Retrieves, processes, and enters cash bonds posted at the Vidor Police department

        Receives, prepares, and enters information on insufficient checks from local merchants into computer system to produce case file for each insufficient check due to a closed account or insufficient funds

        Answers inquiries or questions and explains Court procedures and forms by telephone, mail, or in person

        Acts as a liaison between the Judge and the prosecuting attorney, defense attorney, witnesses, jurors, and other agencies, to ensure that all parties have received the proper notices and are prepared for Trial

        Summons the Jury Panel (Venire Panel) for Jury trials.  Responsible for keeping an updated list and ensuring that the correct numbers of jurors are summoned for each trial.

        Assists Judge during each court session, hearing, and trial by completing all required paperwork for each case and answering any questions by both Judge or defendant

        Assists the Court Prosecutor in the drafting of class “C” misdemeanor complaint forms and jury charges

        Prepares affidavits of probable cause for arrest warrants and capias pro fines, and issues said warrants on defendants who fail to appear or fail to meet their payment schedule

        Enters information into the Orange County warrant computer once warrant has been signed by the Judge and recalls warrants from the Police department once the warrant has been paid or recalled by the Judge

        Maintains a working knowledge and understanding of state laws, local laws/regulations and legal opinions related to municipal court operations (i.e., Texas Traffic Laws, Texas Criminal Code of Procedure, Texas Alcohol Beverage Code, Health and Safety Code, City Ordinance, and Attorney General opinions.

        Responsible for keeping the Court and Court personnel current on all legislative updates, changes in state law, new case law, and Attorney General opinions, and ensuring that all forms and Court software applications are updated and in compliance by creating, adding or updating Court forms, letters, writs, complaints, affidavits, and offense descriptions.

        Provides training to Court staff as needed

        Orders office supplies for Court as needed

        Files legal documents, correspondence, et cetera in a timely manner

        Prepares weekly, monthly, and annual reports for City and State as well as Administration as needed

        Maintains Court record inventory to adhere to city and state guidelines for record retention

        Assists Juvenile Case Manager with files as needed

        Works with Police department as necessary and serves as Municipal Court contact for other City departments

Requirements

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  This job requires employee to be on time at the required scheduled hour.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE:

High School Diploma and two years experience in related clerical field.

LANGUAGE SKILLS:

Ability to read, analyze, and interpret books, professional journals, book reviews, forms, reports, correspondence, computer screen, city/departmental policies, procedures, and statistics.  Ability to write reports, business correspondence, and procedure manuals.  Ability to effectively present information and respond to questions from groups of department heads, citizens, Council, co-workers, and the general public.

MATHEMATICAL SKILLS:

Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and use percent and to draw and interpret bar graphs.  Ability to calculate, compile and analyze statistical data, monitor budget, and assist citizens using standards mathematical calculations.

REASONING ABILITY:

Ability to apply commonsense understanding to carry out instructions in written, oral or diagram form.  To effectively utilize City funds, deal with internal personnel matters; happy/unhappy citizens; prioritize tasks; evaluate current policies/procedures and set goals to improve services.

PHYSICAL DEMANDS:

The physical demands described here are representative to those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, use computer, printer, receipt printer, typewriter, adding machine, fax machine, copier, telephone, postage machine, paper cutter, electric/manual hole-punch, electric stapler and shredder.  Employee must be able to read mail, computer screen, files and paperwork.  Employee must be able to communicate with citizens and staff over the telephone and in person and be able to transcribe recorded notes.  The employee is occasionally required to climb or balance and must move boxes of files or stubs.  The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 35 pounds.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employee works in a climate-controlled, drug-free office environment.  Also exposed to dust.

MACHINES, TOOLS, EQUIPMENT AND WORK AIDS:

Computer, printer, receipt printer, typewriter, adding machine, fax machine, copier, telephone, postage machine, paper cutter, electric/manual hole-punch, electric stapler, shredder, Word and spreadsheet applications, and internal accounting software.

INTERPERSONAL:

Excellent communication skills to work with and manage diverse personalities and work styles; promote conditions to forge a cohesive work unit; assist citizens; deal with complaints and problems in an appropriate manner from staff and citizens.

OTHER REQUIREMENTS:

Valid Texas Driver’s license with acceptable driving record and reliable transportation.