Deputy Court Clerk

About the role

The Deputy Court Clerk supports the Municipal Court in Claremore, OK. This position is full-time and entry-level.

Responsibilities

• Responds to counter, telephone, and written inquiries.
• Receives, logs, and indexes incoming filings, citations, and complaints. Enters citations into the court database.
• Processes traffic conviction reports to the Department of Public Safety.
• Prepares correspondence and maintains records. Performs primary filing of all papers, dockets, index cards, case files, and case related correspondence.
• Processes deferrals, jail sentences, probations, pre-sentence matters, subpoenas, summonses, and complaints. Maintains case records for deferred cases; accelerates convictions when terms are violated.
• Affords assistance in coordinating court matters with defendants, defense counsel, City prosecutor, police department, jail, alcohol agencies, and other levels of the criminal justice administration system. Initiates related paperwork as needed by defendants to facilitate their response to a citation or complaint.
• Receipts and accounts for monies for fines, forfeitures, and other court receipts. Receives bail, fines, and penalties from the police department. Maintains the Bail Bond roster, reporting appearances and processing judgments against bondsmen. Processes Failure to Pay, Failure to Comply, Failure to Appear, and Cost Cite Release warrants. Initiates and completes written notices to defendants and states.
• Prepares monthly reports for state and local agencies and submits state fees.
• Prepares and processes outstanding fines to collection, prepares monthly reports for the collection agency, and processes collection payments and tax intercepts to defendant's accounts accordingly.
• Prepares court dockets and files; checks with jails for special hearings. Processes/reviews daily arrest release report from Rogers County. Constructs new case files, filing, and retrieving documents as necessary. Initiates requests for driving and criminal records through the police department.
• Schedules Alive @ 25 courses and maintains community service hours reported for juvenile defendants. Prepares and maintains related reports; fails to comply/completions/review dates.
• Prepares and maintains appropriate calendars; sets up court hearings. Prepares files for court use; processes timely notices to defendants and police officers involved of trials and hearings. Responds to requests from Municipal Judge, City Prosecutor, Police Department, and others for assistance and information; processes discovery activity required from the office. Performs a variety of courtroom related tasks such as opening court sessions.
• Back-up Deputy City Clerk as cashier as needed, posting accounts, accepting payments, and preparing receipts.
• Performs all other duties as assigned.

Knowledge, Abilities and Skills

• Knowledge: Demonstrated knowledge and experience working with general office procedures; familiarity of legal language and legal procedures; some knowledge of basic bookkeeping practices;
• Abilities: Ability to effectively communicate on a one-to-one basis with the public; ability to maintain effective working relations with employees, other departments, officials, and the public; ability to maintain accurate records; ability to type and enter data accurately.
• Skills: Skill in the operation of the listed tools and equipment.

Minimum Qualifications

• Graduation from high school or GED equivalent with course work in typing and/or general office practices;
• Two years’ prior work experience in clerical, secretarial, paralegal, or administrative work;
• Any equivalent combination of education and experience.
• Ability to obtain Court Clerk Association certification within two years.
• Bilingual (preferred)

Tools and Equipment

• Personal computer system, including word processing and specialized court software;
• 10-key calculator;
• phone;
• copy machine;
• recording system.

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.
• While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms.
• The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

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 moderately noisy.