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JOB DESCRIPTION
JOB TITLE: Chief Court Clerk
MAINTENANCE
REVIEW DATE: July 1998
ORG/POS #: 1053/2318
JOB
OBJECTIVE: To ensure that daily operations of the Court
Clerk Section of the Traffic Court are completed in a timely and efficient
manner.
ACCOUNTABILITY: Receives general direction from the Court Administrator.
ESSENTIAL
JOB FUNCTIONS:
1. Supervises
daily operations of the Court Clerk Section, including all records maintenance;
assigns and directs the work activities, monitors performance of and provides
training to Court Clerks.
2. Ensures
preparation of docket sheets; provides copies of court docket to City
Attorney's Office; supervises notification of docket changes to City Attorney’s
Office.
3. Ensures
the preparation and posting of traffic tickets, issuance of subpoenas and
warrants, and monitoring of court records and documents for accuracy; ensures
security of traffic tickets until final dispositions; ensures accurate
reporting to the Department of Finance, Department of Management Support, and
Arkansas Department of Finance and Administration - Driver Control Unit.
4. Monitors
the scheduling of pleas, trials, judgments and hearings according to
availability of attorneys, witnesses and defendants.
5. Prepares
monthly statistical report of court activities for the State Judicial
Department.
6. Approves
special procedures not covered in Traffic Court Policy and Procedure Manual.
7. Maintains
court clerk section of Traffic Court Policy and Procedure Manual; recommends
and assists in the implementation of policy changes.
8. Implements
new laws, ordinances and statutes pertaining to the operation of the Court
Clerk Section.
9. Assigns
a Court Clerk to assist the Municipal Judge during court sessions; ensures
preparation of legal and other documents for court proceedings.
SECONDARY DUTIES AND RESPONSIBILITIES:
1. Operates
a microcomputer to retrieve information required for court proceedings
including monitoring the verification of bond forfeitures; prepares necessary
documents for bond forfeiture hearings; prepares court orders to release
impounded vehicles.
JOB TITLE: Chief Court Clerk
2. Provides
copies of appropriate state statutes and ordinances to City Attorney's Office
for each court case.
3. Provides
information, interprets, and explains procedures, laws, and policies to
defendants, attorneys, witnesses and members of the public; provides
information regarding court procedural changes, court scheduling changes, and
court records changes to outside agencies.
4 Verifies
the validity and legality of documents presented to court by examining
documents.
5. Approves
bond amounts, within state statute-specified range, in the absence of the
Municipal Judge.
6. Develops
and presents training program to police officers covering traffic ticket
writing and processing procedures.
7. Administers
oaths and processes affidavits as required or permitted by law.
8. Establishes
procedures for and supervises the collection and accounting of fees for
preparation of court records and documents; coordinates the exchange of
information between the Court Clerk Section and the Finance Department.
9. Operates
a computer terminal to retrieve information for court proceedings.
10. Performs
other related duties as required.
SUPERVISORY RESPONSIBILITIES:
Provides general supervision to Court Clerks.
JOB SPECIFICATION
CHIEF COURT CLERK
GENERAL
STATEMENT OF DUTIES: Performs work of average
difficulty in ensuring the accurate and timely preparation of documents and
the maintenance of records for the efficient operation of the court system.
MAINTENANCE
REVIEW DATE: July 1998
EXAMPLES
OF WORK: (Illustrative)
Supervises
daily operations of the Court Clerk Section, including all records maintenance;
assigns and directs the work activities, monitors performance of and provides
training to Court Clerks.
Ensures
preparation of docket sheets; provides copies of court docket to City
Attorney's Office; supervises notification of docket changes to City Attorney’s
Office.
Ensures the
preparation and posting of traffic tickets, issuance of subpoenas and warrants,
and monitoring of court records and documents for accuracy; ensures security of
traffic tickets until final dispositions; ensures accurate reporting to the
Department of Finance, Department of Management Support, and Arkansas
Department of Finance and Administration - Driver Control Unit.
Monitors the
scheduling of pleas, trials, judgments and hearings according to availability
of attorneys, witnesses and defendants.
Prepares
monthly statistical report of court activities for the State Judicial
Department.
Approves
special procedures not covered in Traffic Court Policy and Procedure Manual.
Maintains
court clerk section of Traffic Court Policy and Procedure Manual; recommends
and assists in the implementation of policy changes.
Implements
new laws, ordinances and statutes pertaining to the operation of the Court
Clerk Section.
Assigns a
Court Clerk to assist the Municipal Judge during court sessions; ensures
preparation of legal and other documents for court proceedings.
REQUIRED
KNOWLEDGE, SKILLS, AND ABILITIES:
Considerable
knowledge
of court procedures and practices.
Considerable
knowledge
of the preparation and maintenance of court records and documents.
Considerable
knowledge
of office practices and procedures.
Familiarity
with
computer fundamentals and business software, including database software.
Skill in the operation of a
microcomputer, utilizing database software.
Skill in the operation of a
typewriter.
Skill in the operation of office
equipment.
Ability to prepare accurate and
timely reports.
Ability to communicate effectively,
both orally and in writing.
Ability to prepare statistical
reports.
Ability to assign and direct the
work activities, monitor the performance of and provide training to assigned
staff.
ACCEPTABLE
EXPERIENCE AND TRAINING:
Completion of
two (2) years of college coursework in Criminal Justice or a related
field; at least two (2) years of experience as a Court Clerk, Legal Secretary
or related; at least one (1) year of supervisory experience; OR any equivalent combination of experience
and training which provides the required knowledge, skills, and abilities.
ADDITIONAL
REQUIREMENT:
Must possess
certification as a Court Clerk within three (3) years of employment and
maintain certification for the duration of employment in this position.
JOB TITLE: Chief Court Clerk
JOB
SPECIFICATION – CONTINUED
PHYSICAL
REQUIREMENTS: The physical demands marked below are
representative of those that will be required to successfully perform the
essential functions of this job.
Reasonable accommodations may be made to enable individuals with
disabilities to perform the essential functions.
YES NO
|
Lifting (lbs.) |
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ü |
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Carrying (lbs.) |
|
ü |
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Stooping, Bending |
|
ü |
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Kneeling, Squatting |
|
ü |
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Walking |
|
ü |
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Standing |
|
ü |
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Sitting |
ü |
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Climbing, Balancing (e.g.,
climbing and working from ladder) |
|
ü |
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Use of Hands to Finger,
Handle, or Feel |
ü |
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Physical Coordination
(sequential or simultaneous use of hands, arms, feet, and legs) |
|
ü |
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Eye-Hand Coordination |
ü |
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Close Vision (clear vision
at 20" or less) |
ü |
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Distance Vision (clear
vision at 20' or more) |
|
ü |
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Color Vision (ability to
identify and distinguish colors) |
|
ü |
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Depth Perception (ability
to judge distance spatial relationships) |
|
ü |
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Hearing |
ü |
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WORK ENVIRONMENT:
The environmental conditions
marked below are common to this job:
YES NO
|
Outdoor Weather Conditions |
|
ü |
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Wet, Humid Conditions
(non-weather) |
|
ü |
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Work Near Moving
Mechanical Parts |
|
ü |
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Work in High, Precarious
Places |
|
ü |
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Fumes or Dust |
|
ü |
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Toxic or Caustic Chemicals |
|
ü |
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Extreme Heat (non-weather
over 90º F.) |
|
ü |
|
Low Noise (e.g., business
office) |
ü |
|
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Moderate Noise (e.g.,
light motorized equipment such as lawn mowers) |
|
ü |
|
Loud Noise (e.g.,
jackhammer, heavy motorized equipment) |
|
ü |