Probate Court Deputy Clerk IV - Courtroom Clerk

About the role

The purpose of this classification is to provide administrative and clerical support to 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 in order to complete assigned work; monitors status of work in progress and inspects completed work; confers with co-workers, assists with complex situations or problems and provides technical expertise; assists with training and instructing co-workers regarding operational procedures and proper use of equipment; assists with supervision of co-workers by reporting employee problems and providing input on disciplinary action and employee performance evaluations.
• Performs customer service functions by telephone, by 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; researches problems/complaints; and initiates problem resolution.
• Processes various court-related documentation in accordance with court procedures and designated time frames: prepares, receives, responds to, and processes subpoenas, court orders, hearings, continuances, case initiation documents, case dispositions, citations, deeds, and other legal documents; receives and date stamps legal documents; distributes and submits information and legal documents to appropriate parties; reviews, verifies, records and files documentation and records; and 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 specific to assignment: collects, records and processes court payments, taxes, recording fees, and other items; balances funds received; reviews, prepares and maintains various financial documents such as purchase requisitions, support payments, invoices or other items; submits invoices for payment; investigates and resolves billing discrepancies, claims and questions; communicates with vendors and service providers 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 appearance/process; records case numbers in court date/time logbook; prepares calendar for publication; and reviews weekly court calendar to ensure accuracy.
• Participates in special projects as requested by assigned judge; may coordinate staff activities with those of other units or divisions; attends court as required for motions, pretrial and trial court calendars, and/or court proceedings for entries, sanctions, and terminations; and testifies during court hearings as required.
• Performs other related duties as assigned.

Requirements

Minimum Qualifications: Associates degree in Business Administration, Public Administration or related field required; supplemented by four years of experience providing administrative support; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Physical Abilities: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements: Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.