Assoc Deputy Clerk Municipal Court

Job Summary

The Associate Deputy Clerk handles the review, filing, and processing of court documents and maintains and prepares clear, concise and accurate records and reports. Coordinates the intake, filing, and processing of case files; assembles all cases to be heard by the court and processes and completes case files. Attends court, maintains records of actions taken and manages the courtroom. Receives payments and maintains accurate financial records.

Analyzes documents presented for filing, communicates with judges, attorneys, pro se defendants, the city and state agencies. The incumbents rotate among a variety of court assignments depending on need.

Duties are performed under direction of the Clerk of Court with supervision by the Deputy Clerk of Court. Responsible for the accuracy and quality of own work. A high degree of accuracy, customer service and confidentiality are required. Handles daily receipts ranging from $2,000 to $20,000.

• Provides effective customer service to the public, judicial officers, attorneys and staff by telephone, in person and in writing.
• Responds to inquiries and provides information regarding court proceedings to attorneys, court and law enforcement officials, city and county staff and the public.
• Researches inquiries in automated and hard-copy files for case status information; determines status of certain pending motions and may extend fine payments, reschedule hearings and programs or refer matters to judge.
• Prepares letters and legal documents for certification.
• Registers individuals for court.
• Enters records of all calls and communications in automated case management system.
• Coordinates the intake, filing, and processing of case files within legal guidelines for timelines and deadlines.
• Opens, stamps and distributes incoming mail; files legal documents and case-related correspondence; prepares outgoing mail and delivers to City Hall; makes photocopies.
• Reviews a variety of court documents including complaints, citations, summonses, judgments, motions, orders and other related filings of a highly technical and complex nature for format and content.
• Locates and obtains information and signatures as needed.
• Ensures sufficiency, completeness, conformity, jurisdiction and/or validity of documents before acceptance for action by the Municipal Court.
• Completes forms; provides and receives information; enters and retrieves data using automated databases or manual logs; calendars hearings and schedules appearances and appointments.
• Prepares a variety of correspondence conforming to procedure or composed from instructions or brief notes.
• Processes and enters judgments and other legal documents into the automated case management system, ensuring all deadlines are met including reporting convictions as appropriate.
• Photocopies and distributes information as required.
• Closes cases and files according to guidelines.
• Collects and compiles statistical data, reports and other documents.
• Purges and destroys outdated records according to procedure.
• Assembles all cases to be heard by the court prior to the judge taking the bench.
• Prepares and distributes court calendars.
• Pulls all required records and assembles case files according to legal requirements, ensuring that all files, documents, evidence and other materials are available and organized prior to the beginning of court session.
• Notifies court officials and all participants of all cases under consideration.
• Sets cases for hearing, being cognizant of statutory and other deadlines, and participant schedules.
• Distribute and explain legal documents to individuals checking into court and directs them to courtroom.
• Attends court, maintains manual records of actions taken and prepares judgments and orders which summarize proceedings and actions. Manages the courtroom and performs administrative support as assigned.
• Calls court to order.
• Completes and examines a variety of judgments, orders and other legal documents for correctness of form and format, and sufficiency of information to ensure accuracy and conformance with the Court's order and/or proceedings.
• Requests clarification of…