Description

The Deputy Court Clerk is responsible for providing clerical and administrative support to the Municipal Court. This role involves managing court records, scheduling hearings, processing case files, and handling public inquiries related to court procedures. The Deputy Court Clerk ensures the court operates efficiently and in compliance with all relevant laws and regulations. The position requires strong organizational, communication, and customer service skills to manage a high volume of court documents and interaction with the public and court personnel.

Essential Job Duties and Responsibilities

      Collects public funds at the Court service window by receiving cash, checks, money orders, and credit card payments in person, by mail, drop box, and online; issues receipts and credits payments on account for fines and other Court-related business for transactions requiring knowledge of payment and status codes, regulations, and departmental policy.

      Attends to walk-in customers and receive court documents from the general public, defendants, and attorneys.   Provides public information and customer service assistance by explaining court procedures and the different options available to defendants in person, by telephone, mail, e-mail.  Refers customers to appropriate staff for assistance with sensitive and private matters.  Clerk does not give legal advice.

      Processes online payments and enters notes in the case management system to release paid violations.

      Exercises, initiative, judgment, and discretion when handling confidential and sensitive information.

      Verifies daily collections of court fines and fees.

      Processes and reviews community service orders, verify completion of community service hours, submittal to the court, dates, and closes the case.

      Prepares and schedules cases for Show Cause hearings on defendants that fail to comply with court agreements or fail to meet their payment schedule.

      Prepares and mails appropriate court case letters and documentation to defendants.

      Processes daily recording of case disposition, court orders, and arrangements in the case management system.

      Answers inquiries or questions concerning court matters in person, by telephone, mail, e-mail, or fax.

      Explains procedures, options and forms to parties in case.

      Verifies insurance coverage and updates/closes file.

      Provides other general office services as required.

      Performs other duties that support the overall objective of the position as assigned by the Supervisor.

      Conveys a positive professional image by action, communication, and appearance.

      Regular, reliable, and punctual attendance is an essential function of this job.

      Contributes to team effort by performing other duties as assigned by Supervisor.

      Follows Judge’s Standing Orders and performs duties ethically following the Judicial Cannons.

      Must adhere to City/Departmental Policies and Procedures and follow Security and Safety Regulations.

Requirements

•       High school diploma or GED equivalent.
•       Knowledge of computers and standard office practices and procedures, information systems, and Microsoft Office based programs with accurate and high-speed data entry; administrative or clerical experience is desirable; customer service; and cashiering.
•       Minimum of three (3) years of general clerical/office experience.
•       Must have a minimum of Court Clerk Level I Certification or be able to obtain within 18 months.
•       Applicants for this position must pass a Criminal Justice Information System (CJIS) fingerprint-based background check and maintain CJIS eligibility. Due to CJIS requirements related to system access, the following will result in being disqualified for this position: Felony Convictions, Felony Deferred Adjudication, Class A and B Misdemeanor Deferred Adjudication, Class B Misdemeanor Convictions, an Open Arrest for Any Criminal Offense (Felony or Misdemeanor), and Family Violence Convictions.
•       Valid Texas Crime Information Center and National Crime Information Center (TCIC/NCIC) Certification within 180 days of employment and re-certified yearly.
•       Must maintain Texas Law Enforcement Telecommunications System Access (TLETS) eligibility for continued employment in position (TLETS provides access to TCIC and NCIC).