Deputy Clerk IV

This position requires completion and passing of a Data Entry skills assessment. Details will be sent via email after the application closing date to candidates who meet the minimum qualifications. The assessment must be completed by Thursday, September 3rd, 2026, at 11:59 pm.

About the Role

This classification provides administrative and clerical support to the assigned Court. It is distinguished from Deputy Clerk III by the expectation that incumbents may lead, guide, and direct other Deputy Clerks, possess cross-unit experience, and have four years of experience in the assigned Court.

Responsibilities

• Leads and coordinates daily work activities of assigned crew or co-workers:
  • Confers with supervisor to obtain direction regarding work assignments and priorities.
  • Organizes tasks to complete assigned work and monitors status of work in progress.
  • Inspects completed work and provides technical expertise on complex situations or problems.
  • Assists with training and instructing co-workers on operational procedures and proper use of equipment.
  • Assists with supervision by reporting employee problems and providing input on disciplinary action and performance evaluations.
• Performs customer service functions by telephone, mail, and in person:
  • Provides information and assistance regarding court activities, services, procedures, documentation, fees, case status/disposition, or other issues.
  • Reviews and accepts legal documents in accordance with court procedures and prescribed time frames.
  • Distributes forms and documentation, responds to routine and complex questions or complaints, and researches problems to initiate resolution.
• Processes court-related documentation:
  • Prepares, receives, responds to, and processes subpoenas, court orders, hearings, continuances, bench and probation warrants, case initiation documents, case dispositions, citations, deeds, and other legal documents.
  • Receives and date-stamps legal documents, distributes and submits information to appropriate parties, and reviews, verifies, records, and files documentation.
  • Creates spreadsheets and reports of activities.
• Enters data from court and legal documents into computer systems, databases, and applications:
  • Scans, indexes, and records court case information and legal documents.
  • Audits and reviews data for accuracy, updates case disposition information, and maintains accurate records and filing systems.
• Performs accounting duties:
  • Collects, records, and processes court payments, taxes, recording fees, and other items.
  • Balances funds received, reviews and prepares financial documents such as purchase requisitions, support payments, and invoices.
  • Submits invoices for payment, investigates and resolves billing discrepancies, and communicates with vendors regarding billing issues.
  • Performs balancing and disbursement of funds and reconciles bank statements.
• Maintains court calendar:
  • Schedules dates and times for hearings, motions, and trials.
  • Communicates instructions regarding paperwork and court appearances.
  • Records case numbers in court date/time logbook and prepares calendar for publication.
  • Reviews weekly court calendar to ensure accuracy.
• Coordinates and processes purchasing activities:
  • Coordinates with vendors for products or services, determines and communicates specifications, and prepares and submits requisitions and purchase orders.
  • Monitors status and accuracy of purchase requisitions and may serve as department purchasing card representative.
• Participates in special projects and attends court as required:
  • Assists with special projects as requested by assigned judge and may coordinate staff activities with other units or divisions.
  • Attends court for arraignments, motions, pretrial and trial court calendars, and/or court proceedings for entries, sanctions, and terminations.
  • Testifies during court hearings as required.
• Performs other related duties as assigned.

Requirements

• Associate’s degree in Business Administration, Public Administration, or a related field, supplemented by four years of experience providing administrative support.
• An equivalent combination of education, training, and experience that provides the requisite knowledge, skills, and abilities for this job may be considered.

Skills

• Ability to exert light physical effort in sedentary to light work, including lifting, carrying, pushing, and/or pulling objects and materials of light weight (5-10 pounds).
• Ability to work extended periods at a keyboard or workstation.
• Ability to communicate orally.