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HomeMy WebLinkAboutSuperior Court Clerk I JEFFERSON COUNTY Job Description Job Title: Superior Court Clerk I Department: County Clerk Reports To: Chief Deputy Clerk/Office Supervisor FLSA Exempt(Y/N): No Union: UFCW BBP: No Salary Level: Grade 23 - - - Approved By: Human Resources Manager c- 4` � Approved Date: July 2020 SUMMARY Provides specialized support for the Clerk's Office as a front desk,docketing,quality assurance,collections or calendar clerk and to the Court as a courtroom clerk. Provides essential information or direction concerning Clerk's Office services and Superior Court operations. Must be familiar with numerous court rules, statutes, case types and causes of action, in addition to complex processes associated with each and with the courtroom, records management, and judgment execution. Must also be comfortable with using multiple technology systems, in addition to standard office software, and be adept at managing telephone traffic. Provides legal assistance as required and outlined in statute. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Open and close the office daily. Maintain accuracy of time stamps; maintain paper in printers and copiers; retrieve and process incoming mail,and post outgoing mail daily;bag paper recycling weekly or as needed. Prepare juror qualification forms for mailing. Maintain organized storage of case files and office supplies. Provide customer service in person,by phone or email,to a wide variety of individuals ranging from judicial officers and attorneys to jurors, defendants, victims and pro se litigants. Tact and discretion are required when dealing with difficult personalities, awkward situations or when confidential records are in question. Explain procedures or forms to parties and potential litigants; provide online and computer access to court calendars,case files,rules,pattern forms and credit card payment site.Discern the line between providing procedural information, enforcing court rules,and giving legal advice. Clerks are enjoined from the practice of law but are expected to respectfully assist the public in obtaining access to the justice system to the fullest degree possible. Prepare and provide copies; authenticate, certify and exemplify copies of case documents on file.Prepare and provide copies of audio-visual recordings of court proceedings. Follow procedures and assist pro se litigants in filing Domestic Violence Protection Orders,Anti- Harassment Orders, Stalking and Sexual Assault Protection Orders,and Vulnerable Adult Protection Orders. Examine legal documents submitted to court for adherence to procedures or form and follow up with litigants and attorneys to enforce court rules and statutory requirements. Jefferson County Job Description: Superior Court Clerk I Page 2 of 4 Enter case related data into SCOMIS, Washington's case management software application; retrieve data from the system, and apply rules of confidentiality to facilitate full access to public court records and prevent disclosure of sealed or confidential court records and protected personal information of litigants. Issue, sign and process summonses, arrest and bench warrants, executions on judgment, abstracts, attachments, garnishments, subpoenas,and letters of guardianship,administration and testamentary, according to statute. Prepare and maintain legal records in physical and electronic formats. Open case files; assign judgments; process and exonerate bonds;process, digitize,route and index case documents in Laserfiche,an electronic document management system. Use SCOMIS and JIS, Washington's case management software,to prepare and post motion calendars, establish and index cases, criminal charges, litigants,warrants,protection orders, documents, case events, and to access all case-related financial information including accounts receivable and payable. Use the Judicial Receipting System to receipt court fees, fines, cash bail, garnishments and other payments into the Court Registry. Maintain transitory records of payment-pending transactions from State agencies to ensure full reimbursement. Distribute copies of documents by mail, fax or electronic means, to a wide variety of county and state agencies pursuant to statues, court rules and contracts. Serve as clerk of the court in certain trials and hearings,maintaining accurate records and minutes of same. Operate electronic recording software; maintaining complete and accurate recording logs in collaboration with the Court Administrator. Mark, record and retain all exhibits presented during any trial/hearing and preserve the chain of custody of all such exhibits according to court rule, court order, and retention procedures. Attain and maintain proficiency in software applications utilized in this position including: Excel, Word, Outlook, Internet Explorer,Laserfiche, SCOMIS,JIS, JRS and JABS. If multilingual,provide limited interpreter assistance as needed in the performance of job duties. Compile and analyze payment history reports; contact debtors to seek compliance with court-ordered payments; provide documents, calendars,and sworn testimony in court in compliance with office procedure and statutory duties of the Clerk. Review data entry and the digital court case records to assure accuracy and integrity of the permanent case record. Other duties as assigned. SUPERVISORY RESPONSIBILITIES This position has no supervisory responsibilities. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Jefferson County Job Description: Superior Court Clerk I Page 3 of 4 EDUCATION and/or EXPERIENCE High school diploma or general education degree(GED); and minimum two(2)years related experience in a public or private legal setting in the State of Washington, or equivalent combination of education and experience. Must have keyboarding experience and be proficient in Microsoft Windows applications. Experience in a SCOMIS court setting is desirable. LANGUAGE SKILLS Ability to read and interpret legal documents as well as operating and maintenance instructions, procedure manuals and court rules.Ability to write standard office correspondence.Ability to speak effectively and respectfully to groups or individuals from widely divergent educational and cultural backgrounds. Handwriting must be legible. MATHEMATICAL SKILLS Ability to add and subtract two digit numbers,to multiply and divide, and to work with percentages.Ability to perform these operations using units of American money. Compute interest and days of the calendar. REASONING ABILITY Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written,oral, diagram, or schedule form. CERTIFICATES,LICENSES,REGISTRATIONS Valid Washington State Driver's License OTHER KNOWLEDGE,SKILLS AND ABILITIES Knowledge of legal office practices and procedures and legal terminology, and document formats. Knowledge formal recording procedures,court proceedings, record keeping, cashiering, light bookkeeping and proficiency in legal terminology. Ability to operate personal computer, computer terminal and standard office machines, including a data entry and retrieval terminal, specialized electronic recording equipment, word processing, etc. and legal terminology and citation formats. Required typing skill is 55 to 60 wpm. Proficient knowledge of English grammar and punctuation. Knowledge of the operation of the court and case processing activity. Ability to work independently and in a work environment. Ability to establish and maintain effective working relationships with co-workers, public officials and the general public.Must possess a pleasant and professional attitude in person and on the telephone. PHYSICAL DEMANDS 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. Jefferson County Job Description: Superior Court Clerk I Page 4 of 4 While performing the duties of this job,the employee is regularly required to sit at a desk or stand at a counter,and to talk or hear. The employee is regularly required to stand;walk; use a step-ladder,use hands to finger, handle, or feel; reach with hands and arms; and stoop, or kneel. Extensive use of the telephone is expected. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision and extensive refocusing between paper, a computer screen, and middle distance. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. Most work will be performed in a public office environment, with up to 30% of time spent in the courtroom. Work may be performed in volatile environments. Stress associated with competing priorities and rigid schedules must be considered an element of the job. Sitting very still for extended periods of time is sometimes required. CAREER LADDER POSITION This position is the entry level position in a career ladder for Superior Court Clerks. The next position is Superior Court Clerk II. Advancement from Superior Court Clerk Ito Superior Court Clerk II within the career ladder requires meeting the requirements for Superior Court Clerk II and a positive recommendation from the County Clerk.