Municipal Court Juvenile Judicial Assistant Clerk

About the role

The court is seeking candidates possessing a combination of strong communication, planning, organizational, scheduling, clerical, and data entry. This position is full-time. The Municipal Court presides over violations of City Ordinances. Work is performed under the general supervision of the assigned Municipal Court Judge.

Responsibilities

• Professionally and courteously communicate with others telephonically, electronically, in writing, and in person.
• Answer and screen telephone calls, read and direct pleadings and correspondence, greet visitors, and assure proper Court procedures and protocols are followed.
• Receive and process all pleadings from litigants.
• Set up, organize, file, copy, and maintain electronic and paper files, documents, and records.
• Schedule Court proceedings, meetings, and appointments.
• Attend Court proceedings with the Municipal Court Judge.
• Take comprehensive and legible notes of all court proceedings; operate automated court recording system, and assure proceedings are recorded with minimal defects.
• Enter and retrieve data through the case management system.
• Staff the front counter. This includes checking in defendants, witnesses, attorneys, etc. for court hearings; taking and processing payments (bonds, bail, fines, restitution); receiving and processing pleadings, to include ensuring the documents make it to the correct judge or JA.
• Receive, sort, and process incoming mail. Answer the general phone line and handle callers’ needs. Receive, process, and file served summons. Set hearings as appropriate. Notify attorney. File alphabetically and numerically.
• Perform other duties and responsibilities as assigned.
• Secondary duties (juvenile cases): Perform follow-up work after court sessions.
• Produce appropriate orders.
• Ensure such orders are timely signed, filed, and distributed.
• Post information generated during court sessions to case files; prepare and route copies, certified, if necessary.
• Receive money for payments of fines and fees.
• Maintain defendant payment schedule and records. Coordinate with Judicial Assistants to ensure all documents, notes, and information are properly included in each file.
• Schedule and track deadlines to move cases forward and meet procedural requirements.
• Review, verify, and enter pertinent data into the case management system.
• Process petitions to revoke, and order to show cause documents.
• Provide abstracts and other court orders to outside agencies as requested or necessary.
• In consultation with the Clerk of Court, prepare files and transcripts for cases defendants appeal to the District Court.
• Assist in preparation of files for storage after closure.
• Schedule court facilities and equipment use.
• Prepare, edit, type, and disseminate correspondence, electronic dictation, forms, and court-issued documents.
• Timely assure complete files for court proceedings are in chambers and ready for each day’s scheduled and anticipated proceedings.
• Monitor office and courtroom equipment, supplies, and inventories, including purchasing.
• Ensure the courtroom and surrounding areas are arranged and organized to meet the judge’s needs and others in the courtroom.
• Answer phones as necessary.
• Accounting: Receive and receipt money by cash, check, money order, or E-payment. Balances cash drawer(s). Post transactions to appropriate accounts. Disburse monies according to established procedures. Prepare end of day report and balance daily receipts to report. Prepare deposits.
• Communication: Assist in end of month procedures as requested. Commun