Clerical Specialist - Criminal

About the role

The Clerical Specialist - Criminal Division performs administrative and professional work in the Criminal Division of Court Services for the County of Northampton. This position independently prepares, carries out, and takes definitive action regarding processes and functions integral to the department's mission.

This position reports directly to the Deputy Court Clerk, Lead Deputy Court Clerk, or the Clerk of Court and does not supervise other employees.

Responsibilities

• Answers telephone and receives visitors to the office, providing exceptional customer service by effectively communicating with visitors by telephone, email, or in person.
• Resolves visitors' issues or directs them to appropriate staff for assistance.
• Attends Court regularly as per the Criminal Court schedule.
• Prepares disposition sheets during sentencing and case files, forwarding them to other County Departments as necessary.
• Participates in the jury selection process for jury trials, recording jury selection/strikes on the Jury List.
• Announces names of selected jurors to the Court and swears in jurors.
• In jury trials, announces the jury's verdict to the Court by reading the verdict slip.
• Receives and processes cash, money orders, and credit card payments using a cash register, charging appropriate fees per the Northampton County Criminal Division Fee Schedule.
• Calculates estimated and final court costs, reconciles the cash drawer daily, and prepares deposits.
• Processes invoices from other County offices for supervision fees, laboratory fees, and other miscellaneous fees.
• Establishes and maintains files on alphabetic, chronological, numerical, or other bases, retrieving requested materials as needed.
• Signs, date-stamps, or otherwise identifies and controls files.
• Assembles and makes copies of Court records, agendas, case files, and other required documents.
• Provides service to attorneys, County officials, or other necessary parties.
• Composes correspondence using Microsoft Office and Outlook or other necessary applications.
• Processes all mailed correspondence received in the department, sorting and distributing mail to appropriate parties.
• Drafts and updates sections of the Criminal Division procedure manual for areas of specialization.
• Participates in cross-training to develop areas of specialization.

Requirements

• Completion of a high school or general equivalency diploma.
• At least two (2) years of general clerical work experience in an office environment, preferably in a legal or judicial setting.

Skills

• Basic knowledge of County Court processes and legal terminology.
• Proficiency with computers and software, including Microsoft Office applications.
• Ability to develop Excel spreadsheets and create formal correspondence in Microsoft Word.
• Excellent communication and interpersonal skills, with the ability to listen effectively and maintain a mutual comfort level while relating to a diverse clientele, both verbally and in writing.
• Public speaking skills with the ability to communicate effectively before an entire courtroom.
• Skill in gathering information and explaining procedural or processing requirements to visitors, callers, clients, and representatives from other offices.
• Excellent time management, prioritization, and multitasking skills, with the ability to maintain flexibility to respond to immediate demands.
• Ability to learn specialized software specific to the Criminal Division.
• Ability to establish and maintain filing and recordkeeping systems.
• Ability to preserve confidential and sensitive information.
• Ability to maintain composure and handle sensitive situations tactfully.
• Ability to establish and maintain working relationships with County staff, other agencies, and the general public.
• Ability to read, write, speak, understand, and communicate in English.
• Basic arithmetic skills (addition, subtraction, multiplication, and division).

Tools and Equipment

• Telephone
• Personal computer (including Microsoft Office applications and other specialized software)
• Calculator
• Adding machine
• Microfiche equipment
• Automatic sorters and collators
• Check signers
• Fax machine
• Copy machine
• Scanner
• Other office equipment

Physical Demands

• Frequently required to walk, sit, talk, or hear.
• Must frequently lift and/or move up to fifty (50) pounds.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The noise level in the work environment ranges from quiet to moderately noisy.

Pay

Pay Grade: CR/GR17 (FLSA non-exempt, eligible for overtime).