Court Clerk

Major Function and Purpose
Assist in the function of the City of Port Orchard Municipal Court by providing customer service, performing in-court clerk duties, and administrative tasks. 

General Function
Perform complex clerical, legal, secretarial, and accounting duties and exercise independent judgment and decision-making as authorized.  The Court Clerk is required to be familiar with all Court and office procedures, rules, and authority; handle incoming work; and transact the general business of the Court and office, subject to very general supervision.   Work is reviewed in process and upon completion for adherence to established rules,  regulations and timeliness of completion. 

Supervision Responsibilities
This position has no supervisory responsibilities.

Job Duties and Responsibilities
This job description reflects the general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements.  Individuals may perform other duties as assigned, including working in other functional areas to cover absences or relief, to equalize peak work periods, or to otherwise balance the workload.

• Assist the public via telephone and at the counter.
• Receipt fines and payments.
• Perform filing, including all citations/infractions and archiving closed cases as directed.
• Process all infraction requests for hearings.
• Schedule Time Payment Agreements for infractions and criminal violations.
• Process mail received.
• Report case disposition to appropriate law enforcement agency or agencies, to Washington State Identification Section for recording on the NCIC/WSPC computers, and traffic-related disposition to Department of Licensing.
• Pull and run all court calendars.
• Monitor Bench Warrants after issuance to ensure they are properly quashed/recalled/ returned.
• Prepare Case Tracking Reports where required.
• Monitor and process failure to appear/respond notices to Department of Licensing.
• Monitor individuals in custody awaiting hearings to ensure they are seen in a timely manner.
• Request and post vehicle registrations for contested parking violation hearings.
• Prepare and mail notices of case setting/summons for mitigation and contested hearing.
• Assist the Lead Clerk in monitoring community service workers, as needed.
• Set up time pay accounts for fines assessed by the Court.
• Monitor time pay and non-time pay aging reports.
• Perform in-court clerk duties for mitigation and contested hearings; criminal arraignments, trials, hearings; other criminal related matters; and other court proceedings when required.
• Prepare monthly Probation Case Status Report.
• Update and verify information contained on Plea and Sentence screens for all cases.
• Review all petitions and orders for deferred prosecution to ensure they meet court requirements.
• Check Deferred Prosecution files monthly to ensure compliance with court orders.
• Review monthly treatment reports for all deferred prosecutions and suspended/deferred sentences.
• Schedule hearings as required due to noncompliance.
• Close files at the end of suspension periods if in compliance.
• Monitor compliance of court orders for deferred findings.
• Contact treatment agencies as required to update or clarify reports.
• Randomly verify attendance at court-ordered AA meetings.
• Monitor compliance with electronic home detention sentence assigned by the Court.
• Reliable and regular attendance is required.
• Other duties as assigned.

Contacts and Relationships
The position requires extensive public contact, independent judgment, organizational skills and strong leadership and team building skills. 

Working Conditions
Work is generally performed in an office environment utilizing computers and other routine office equipment.  The employee may be exposed to individuals who become hostile and/or threatening, and therefore must be capable of coping with occasional high stress situations and/or confrontations.  

Knowledge, Skills and Abilities
Knowledge of file maintenance procedures and filing systems; court policies, procedures, and documentation; and basic accounting background in order to process court financial transactions. 

Ability to conduct basic data entry on the State computer program (JIS); perform keyboard data entry; use a variety of office equipment including, but not limited to personal computers, typewriters, calculators, multi-line telephone system, telephone-fax machines, copiers, and system printers; read, comprehend, and verbally communicate the rules of the Court in a clear and concise manner; interact courteously with the public, including impolite and hostile people; maintain confidentiality at all times; and communicate clearly both orally and in writing.

Physical Requirements
The employee must have the ability to conduct voice communication, both directly and by telephone, and sit for extended periods while court is in session.  Continuous arm, hand, and finger movement and hand-eye coordination is essential to the performance of this job for operating computers and other office equipment.  Occasional lifting of up to 50 pounds may be required.  Must have the physical ability to perform all essential job functions.  

Minimum Requirements
High School diploma or GED is required.  One (1) year of experience in an office setting is required. Preferred qualifications include experience in the legal field, experience performing in-court clerk duties, familiarity with JIS, and/or technical training in the legal field.

Any combination of experience and training that provides the desired skills, knowledge and abilities may be considered. 

Requirements outlined in this job description may be subject to modification to reasonably accommodate individuals with disabilities who are otherwise qualified for employment in this position.  However, some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. 

This job description does not constitute an employment agreement between the Employer and employee and is subject to change as the needs of the Employer and requirements of the job change.