Small Claims - Branch 2 Clerk

Small Claims - Branch 2 Clerk

Location: County Courthse WR
FT/PT: Full-time 38.75hrs/week - WRS Eligible
Deadline to apply: 12/31/2017
Hiring Range: $16.76/hr - $19.16/hr (2018 Rates)

Job Responsibilities:

GENERAL FUNCTION

This position alternates on a bi-weekly basis between Small Claims and Branch 2 Clerk. The Small Claims Clerk maintains an accurate record of court events and filings, a vital link between the public and the court system, and a vital link between the various offices of the court system. The Small Claims Clerk oversees the entire small claims process from the filing of cases through the collection process after entry of judgment. 

The Court Clerk position is responsible for creating a record of court proceedings, processing appropriate paperwork including, but not limited to, the entry of judgments in criminal proceedings and entry and cancellation of warrants.

RESPONSIBILITIES

A. ESSENTIAL FUNCTIONS

Small Claims Clerk

1. Timely filing of approximately 2,000 to 2,500 cases per year. Includes assisting the public in pro se filing, explain the process and scheduling of return dates. Responsible for docketing, filing and distribution of all documentation pertaining to small claims cases, whether pre-judgment or post-judgment proceedings in small claims, evictions, replevins, garnishment actions, wage earner plans and transcripts of judgments. Obtain appropriate signatures when required on orders, schedule pre-judgment and post-judgment hearings and timely process all documentation which is forwarded for the Court Commissioner or Judge.
2. Conduct initial return dates in all small claims cases, determination of defaults, and schedule contested cases for further proceedings. 
3. Accurate entry of judgments, dismissals and satisfactions. Attention to detail in the parties, amounts and costs must be paid.
4. Schedule and clerk all Court Commissioner pre-trials and court trials, notify parties of future court dates and maintain a record of the proceedings which took place.
5. Responsible to know and practice the Safety policies of the County. Perform all job tasks in a safe and prescribed manner.

Branch 2 Clerk

1. Attend Court hearings; open court, swear in witnesses; record and maintain accurate notes; record and maintain exhibits; record an accurate record of the Judge’s sentence; provide court dates to defendants and attorneys; clerk jury trials; provide an accurate accounting of the jurors chosen by entering names in jury application of Circuit Court Access (CCAP); meet with pro se divorce and civil personnel arriving to court and obtain necessary paperwork for court proceedings; in court processing, arrive to court promptly and be prepared and ready to proceed. 
2. Complete work from cases in court, determine which cases need immediate attention, meet deadlines for scheduling next court appearances, close files which have gone to sentencing, prepare the judgment of Conviction, prepare Certificate of Divorce, make and distribute copies for the appropriate agencies, send file for scanning (or scan yourself if need be), have file returned from scanning, complete the paperwork in the file and file away. Prepare the following day’s cases for court. 
3. In office work to include daily mail, answer telephones assist customers as necessary, receipt for payments, open new criminal cases as they arrive from District Attorney office, assist co-workers as needed.
4. Conduct record searches for individuals, Crime Information Bureau and potential employees. Search for records, make appropriate copies, certify copies, prepare invoice, fax or mail same.
5. Responsible to know and practice the Safety policies of the County. Perform all job tasks in a safe and prescribed manner.

B. OTHER DUTIES

Small Claims Clerk

1. File and scan all documents.
2. Prepare and cancel warrants.
3. Assist all general public in a pleasant and professional manner.
4. Perform other duties as may be assigned.

Branch 2 Clerk

1. Scan bond papers to a general file. Match new criminal files with existing general file and transfer all information. 
2. Enter status information on probation cases and monitor court obligations and restitution owing on those cases. Determine restitution and court obligations owing on probation cases and reduce to civil judgment if determined necessary. Prepare civil judgments on probation cases that have discharged or been revoked on an Imposed & Stayed Sentence. Take assessment back from Department of Corrections and set up so that the Collection Deputy can collect on the debt.
3. Apply credit to court obligations in which defendant has completed community service with the Emergency Management Program or with the Jail as an Inmate Worker. Prepare Assessment Reports to provide to the Department of Corrections so that credit can be applied to court obligations.
4. Prepare lists of cases found on CIB website in need of fingerprint information. Email Sheriff’s Department to obtain information, and enter into individual cases.
5. Backup to other desks as needed. Assist Collection Deputy with financial corrections and modifications in the assessments.

Job Qualifications:

High school graduate, one (1) year legal office or management diploma or three (3) years legal experience. Further requirements include typing skills of 45 wpm; working knowledge of computers (Word software) and the ability to learn and utilize in-house computer programs and any upgrades. Accuracy and attention to detail, as well as excellent organizational skills are a must. Ability to adapt to a fast paced environment. Ability to communicate professionally and effectively with co-workers and the general public. Basic everyday living skills are needed, as is the ability to understand and follow oral and written directions. Reading, writing, adding and subtracting is necessary to maintain court documents and related matters. 

Basic office equipment used: computer, printer, telephone, copy machine, FAX machine and calculator.

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