Court Clerk Assistant
Salary Range: $17.00 (USD) Hourly
Classification: Part-time
Reports to: Court Administrator-Municipal Court
Department: Administrative Services, Municipal Court Division
Hours: Not to exceed 20 hours per week; hours vary based on court schedule. Court hearings are held during weekday evenings. May be required to work weekends, occasionally.
Purpose of Work:
This position provides administrative and clerical support during regular business hours and in the courtroom during courtroom proceedings. This is an entry-level position within the Municipal Court Department. Will be responsible and accountable for the successful delivery of court operations and services to ensure high quality and value as a part of the overall departmental and city-wide strategic direction, goals and objectives.
Tasks and Responsibilities:
- Responds to inquiries, questions and complaints from the general public and Court related personnel by telephone and in-person regarding Court policies, procedures, personnel or specific cases.
- Communicates and coordinates work activities with the City’s Police department, DeKalb County jail, judges, solicitor and other related entities.
- Demonstrates a commitment to work collaboratively with other members of the Municipal Court team to ensure the Court operates efficiently and accurately while maintaining a high level of customer service to the general public, judges, attorneys, police staff and other City employees.
- Builds and establishes effective interpersonal relationships with Court officials, city employees and the general public through communication and follow-through on commitments.
- Maintains court records in compliance with State records retention schedule and ensures that records are readily available. Process incoming and outgoing mail; forward any correspondence to the appropriate court staff.
- Accepts payments for citations, warrants, jail bonds, parking and other payments authorized by the court.
- May serves as the court runner/marshal during court proceedings.
- Records disposition of cases identified by docket reports, complete disposition sheets and calendar during final calendar call.
- Receives, posts and deposits monies for court fines and fees.
- Follows best practices for the handling and accounting of all court funds.
- Takes initiative to accomplish tasks and identify opportunities for improvement.
- Provides responsive and timely feedback on status and progress of work activities, department accomplishments, and city goals to supervisor.
- Enters disposition/adjudication and conditions in court management software in real time during court.
- Ensures forms are signed by judge prior to the end of each court session and made available for payment.
- Engages in and supports change in the improvement of the City’s municipal court system.
- Scan and file various legal reports, records, citations, and all other documents pertinent to the Court.
- Assists in the preparations and maintenance of court dockets, court records and files, all pleadings and notes of all depositions and cases to include assisting with posting and obtaining information via GCIC network.
- Prepares and processes records, forms and other legal documents for court such as court dockets, expungement papers, citations, warrants and jail cases.
- Ensures all court documents are complete, accurate and in compliance with State of Georgia law and court procedures.
- Maintains the relevant training and certifications as required by the position.
- Attends court and assist judge, solicitor and court clerks during the course of court as requested.
- Prepares and types letters, reports, summaries and correspondence.
- Prepares and sanitize the courtroom for municipal court hearings.
- Performs all other related duties as assigned.
Competencies and Skills:
- Demonstrates a commitment to work collaboratively with other members of the Municipal Court team to ensure the Court operates efficiently and accurately while maintaining a high level of customer service to the general public, judges, attorneys, police staff and other City employees.
- Strong communication skills with the ability to communicate clearly and effectively, verbally and in writing.
- Ability to deal tactfully and courteously with employees and general public.
- Ability to work independently as well as in a team setting.
- Skilled in operating a personal computer, keyboard, scanner, computerized fax system, attention to detail and high level of accuracy.
- Ability to use computer software such as Microsoft Office Suite, SharePoint, Seamless Docs, Adobe products, DocuSign and AV (Audio/Visual) systems; understand and carry out moderately difficult written and oral instructions for operation of court software and completing forms.
- Demonstrates a positive attitude and supports an ethical, productive, and motivating work environment.
Minimum Qualifications & Physical Requirements:
- Requires a high school diploma or GED equivalent, paralegal certificate or any combination of education and experience is acceptable. Considerable experience in performing secretarial, clerical, or related work.
- Comparable courtroom experience is preferred.
- Must be able to attain GCIC operator certification within (30) thirty days of employment.
- Good knowledge of modern office procedures and practices including English, mathematics and spelling.
- Notary of Public certificate; or ability to attain certificate to serve as a Notary.
- Bilingual – Fluent in Spanish
- Must possess, or can obtain, a valid State of Georgia driver's license (Non-commercial Class A or B) with a satisfactory motor vehicle record (MVR).
- Must have professional and pleasant demeanor. Have no violations of moral turpitude.
- Have the ability to lift and carry heavy objects (10-50 lbs.) sit, bend, squat, and twist on a daily basis.
- Have the ability to sit for long periods of time using office equipment and computers.
- Must have ability to deal with constant interruptions, noise, frequent modifications to tasks to adjust priorities and meet critical deadlines; and meet with others on a regular basis.
AN EQUAL OPPORTUNITY EMPLOYER:
The City of Decatur is committed to having a workforce that reflects diversity at all levels and is an equal opportunity employer. Therefore, qualified applicants are considered for employment, and employees are treated during employment without regard to actual or perceived race, color, religion, national origin, ancestry, sex, sexual orientation, gender identity, age, disability, marital status, familial status, or veteran/military status, or any other characteristic protected under applicable law.
