Case Clerk

About the Role

Responsible for the establishment and maintenance of all case files processed within the Prosecuting Attorney’s Office; prepares and files all legal documents necessary for case prosecution.

Responsibilities

• Initiates case files for cases received from originating agencies; ensures all supporting documents are included; enters all case data into computer systems; prints labels and defendant cards for each case file.
• Orders any documents missing from a case from the appropriate agency.
• Assigns case to an appropriate division based on the type of crime such as drug, domestic violence, or gang-related; forwards to attorney to obtain file decision.
• Prints out witness lists for the assigned attorney.
• Maintains an index card file on all case files indicating the status of the case.
• Prepares felony information by writing charge as indicated by the Deputy Prosecuting Attorney; inputs charge into the computer.
• Files felony charge information sheet with the Circuit Court’s Office.
• Receives case number from the Circuit Clerk’s Office; records number in the computer and/or manual records.
• Prepares jury instructions and verdict sheets as specified by state law for charges indicated by the attorney.
• Maintains records of all cases in pending case files, closed case files, or files checked out to Deputy Prosecuting Attorneys.
• Receives weekly court dockets; pulls all needed case files for review by Deputy Prosecuting Attorneys.
• Prepares PEN orders to bring prisoners from the penitentiary, other jails, or youth correction facilities for court appearances as defendants or witnesses; obtains judge’s signature and files with the Circuit Clerk’s Office.
• Prepares subpoenas, motions, responses to motions, judgments, orders, writs, etc. as requested by attorneys; obtains appropriate signature and files with the courts.
• Provides copies of all motions filed with the court to the defendant’s attorneys.
• Receives case files from attorneys showing case dispositions; prepares judgments, commitments, and amendments for case disposition such as probation, suspended imposition, acquittal by mental disease, etc. reflecting exact instructions of the court.
• Inputs case disposition into computer; closes case files.
• Prepares extradition papers as requested by Deputy Prosecuting Attorneys; sends to Governor’s Office for signature.
• Pulls files and cards upon receipt of Motions for Expungement.
• Answers questions concerning case status and court times for witnesses, defendants, and attorneys; ensures the confidentiality of all juvenile records and other records as required.
• Assists the public with completion of complaint forms; answers questions concerning processes involved with filing a complaint through the Prosecutor’s Office.
• Maintains computerized records of complaints filed and actions taken.
• Collects payment for hot checks as a backup for the Hot Check Administrator.
• Answers and directs phone calls; greets visitors to the Prosecutor’s Offices.
• Distributes mail to appropriate offices within the Prosecutor’s Office.
• Makes travel reservations and arrangements for victims and witnesses.
• Types, transcripts, and other documents by use of a transcription machine as needed.
• Performs other related duties as required.

Requirements

• Employment is contingent upon the successful completion of an ACIC/NCIC check.
• Regular and reliable attendance is an essential function of this position.
• Prefer notary public or the ability to become a notary public.

Qualifications

• Considerable knowledge of office practices, procedures, equipment, and terminology.
• Considerable knowledge of legal terminology.
• Considerable knowledge of the court system and legal processes.
• Good knowledge of grammatical construction and spelling.
• Good knowledge of filing and recordkeeping systems.
• Some knowledge of basic mathematics.
• Ability to read and interpret state and Federal law.
• Ability to establish and maintain detailed recordkeeping systems.
• Ability to communicate clearly and effectively both orally and in writing with fellow employees, court personnel, law enforcement agencies, attorneys, and the general public.
• Ability to handle confidential material in a reliable manner.
• Ability to attend work regularly and reliably.
• Skill in the operation of a computer terminal.
• Considerable skill with word processing.

Education and Experience

Completion of high school or equivalent with advanced secretarial training including word processing; some experience in clerical recordkeeping, legal secretarial, or a related area; or any equivalent combination of experience and training which provides the required skills, knowledge, and abilities.

Working Conditions

• Work is performed in a smoking-restricted office environment.

Physical Requirements

• Ability to hear and speak sufficiently to communicate information individually and to groups.
• Digital dexterity is needed for the operation of a computer keyboard and calculator.
• Visual acuity is needed to observe work performance and the use of a computer monitor.
• Ability to travel to various locations within Pulaski County work sites.