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Job Title:  Ordinance Violation/ Traffic Bureau Clerk

Department:  City Clerk's Office

Reports To:  City Clerk

Directs Work Of:  N/A

FLSA Status:  Non-Exempt

Revised:  4/1/2022

EEO-4 Classification:  Administrative Support

Normal Work Hours:  8:30 a.m. to 4:30 p.m.

Normal Work Days:  Monday through Friday

Education and/or Experience:  Must possess at least a high school diploma/GED and a minimum of 2 years administrative/clerical office support experience.  Prefer 1-2 year degree/certificate in secretarial/clerical program.   Knowledge of local court rules; legal terminology; court records maintenance, and retention and destruction helpful.  Equivalent combination of education, skills and experience may be considered. 

SECOND DEPUTY CITY CLERK

Class specifications are intended to present a descriptive list of the range of duties

performed by employees in the class. Specifications are not intended to reflect all duties

performed within the job.

SUMMARY DESCRIPTION

Under administrative direction, independently performs a variety of responsible,

confidential and complex professional, administrative, technical, programmatic duties in

support of the and City Clerk’s Office, Ordinance/Traffic Violations Bureau ; assists in preparing City Council agendas and packets, and alternates as recording secretary for City Council meetings as assigned; assists in maintaining official City records performs records management functions.

SUPERVISION

Receives direction from the Chief Deputy City Clerk/City Clerk.

ESSENTIAL FUNCTIONS AND IMPORTANT DUTIES Serves as 2nd Deputy Clerk Ordinance Violations/Traffic Bureau

1.     Process all Traffic (nonmoving violations) / Ordinances Violations issued by JPD and Animal Control

2.     Keep complete record of all cases showing the name of a person cited, the disposition of the case, and an account of the fees, fines, penalties, forfeitures, judgments, executions, decrees, and orders.

3.     Generate all notifications to be sent to defendants for notice of Pre Trial Conferences, assessed fines and fees associated with local ordinance violations.

4.     Contact defendants after citation is processed to notify of fines and process for Pre Trail Conference. 

5.     Collect all fees, fines, penalties and forfeitures, judgments, executions, and money accruing to the City from the enforcement ordinances.

6.     Prepare Report of Collections and deposit information for Finance Department allocating deposit of funds into proper locations upon collection of fines.

7.     Enter disposition data into the computer, send necessary forms and notices to BMV/County Court.

8.     Prepare and keep updated records for a hard copy of cases to file appropriately as closed. 

9.     Maintain and organize all hard copies of closed and transferred cases.  Follow case progression and keep an updated record for actions taken in transferred cases.   Archive cases as necessary.

10.  Work independently generating and maintaining court calendars for monthly Pre Trial Conferences and communicating with both legal and defendants the schedule. 

11.  Utilize various computer applications and software packages; enter and maintain data; generate reports from a database or network system; create documents using word processing software.

12.  Balance Data Design accounting software with Report of Collections ensuring fund numbers are correct for deposit. 

13.  Balance and maintain cash drawer receiving payments and turning in funds collected on a daily basis. 

14.  Effectively communicate with outside government agencies (County Courts and Indiana BMV) preparing requested documents for SR16 transmissions under direct supervision of City Clerk/ Deputy Clerk.  Organize and copy requested court dispositions acting as Court Clerk for records from Jeffersonville City Court (Abolished in 2015) as directed.

15.  Type and proofread a variety of reports, letters, and correspondence either from rough draft, verbal instruction, or independently composing documents.  

16.  Answer and respond appropriately to all incoming phone calls requesting information. 

17.  Assist public with directory in City Hall and location departments as needed. 

18.  Prepare and revise various operating procedures, instruction manuals, forms, and reports when instructed by City Clerk.

19.  Acts as support in the operations and services of the City Clerks’ Office when directed.

20.  Will obtain a general knowledge of local City Government, paying specific detail to City Council procedures and rolls. 

21.  Train to operate and control camera and audio recording equipment in order to act as backup to Deputy Clerk.

22.  Train to assist Clerk in preparation for City Council meeting as requested.

23.  Assists in developing, implementing and overseeing office operational standards and procedures for the City Clerk’s Office.

QUALIFICATIONS

Knowledge of:

Operations, services, and activities of a municipality including the policies and procedures related to the function and statutory obligations of the City Clerk’s Office.

Business letter writing and basic report preparation techniques.

Modern office procedures, methods, and equipment including computers and related software applications such as word processing, spreadsheets, and databases.

Office management principles, methods, and procedures.

Principles and procedures of record keeping and filing.

Practices used in minute taking and preparation.

Methods and techniques of proper phone etiquette.

Methods and techniques of public relations.

English usage, spelling, grammar, and punctuation.

Pertinent Federal, State and local laws, codes, and regulations including those governing the maintenance of records by a public agency.

Mathematical principles.

Research procedures used in searching of public records.

Ability to:

Perform responsible and difficult administrative and secretarial support duties involving dependent judgment and personal initiative.

Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.

Learn, interpret, and apply administrative and departmental policies and procedures.

Provide information and organize material in compliance with laws, regulations and policy.

Work cooperatively with City officials and outside agencies.

Effectively represent the City to outside individuals and agencies to accomplish the goals and objectives of the unit.

Respond tactfully, clearly, concisely, and appropriately to inquiries from the public or other agencies on sensitive issues in area of responsibility.

Type at a speed necessary for successful job performance.

Take and transcribe dictation, if required by the position, at a speed necessary for successful job performance.

Research, compile, and interpret data.

Independently prepare clear, concise, and accurate records, reports, and correspondence.

Implement and maintain filing systems and records management systems.

Maintain confidentiality of information.

Work independently in the absence of supervision.

Plan and organize work to meet changing priorities and deadlines.

Take responsibility and exercise good judgment in recognizing the scope of authority to be exercised in the capacity of a clerk to a public officer.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Education/Training

High School Diploma.  Knowledge in business principles, business administration.
Proficient use of relevant software applications – Word, Excel, PowerPoint, etc.
Good command of English language.
Experience in information and communication management.
Data entry skills

Experience:

Minimum for four (4) years’ experience in Court administration and secretarial experience involving direct support for executive-level officials, experience handling a high level of public contact, experience to include administrative experience in a municipal or other governmental agency.

TOOLS AND EQUIPMENT USED

Requires frequent use of personal computer, including word processing, database and spreadsheet programs, telephone, copy and fax machines, and all tools and equipment necessary, to successfully perform the essential and important duties of the position.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

The physical demands described here are representative of 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.

On a continuous basis, sit at a desk and in meetings for long periods of time.

Intermittently twist to reach equipment-surrounding desk. Perform simple grasping and fine manipulation.

Communicate extensively through the use of a telephone and communicate through written means. Attend evening meetings as required, and may berequired to travel out of the City to attend meetings and/or conferences.

 Environment: Standard office setting; extensive public contact, may be required to work extended hours including evenings to attend meetings.

Physical: Primary functions require sufficient physical ability to work in an office setting and operate office equipment.

Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents.

Hearing: Hear in the normal audio range with or without correction.