DISTINGUISHING FEATURES OF THE CLASS
The Deputy Court Clerk is responsible for performing entry-level clerical tasks in the Municipal Court. This class is responsible for the clerical tasks necessary for the day-to-day operation of the Municipal Court and incumbents work in courtrooms, appeals, and jail court. Responsibilities encompass a wide range of tasks, including providing exceptional customer service, processing payments, handling pleas and deferred and defensive driving requests, managing docket check-ins, and responding to phone inquiries. Additionally, this role is responsible for activities like managing the courtroom, arranging hearings for defendants, issuing court appearance notices and payment plans, conducting bond reduction and EPO hearings, and processing warrants signed by the judge. This includes issuing warrants, capias, preparing various dockets, and working on magistrate warnings. All Deputy Clerks are cross-trained, ensuring that responsibilities are evenly distributed and that the municipal court functions smoothly and efficiently. The Deputy Clerk is distinguished from other more general clerical classifications by the knowledge of court or legal policies and procedures. A Deputy Clerk works under the general supervision of the Municipal Court Administrator.
ESSENTIAL DUTIES AND RESPONSIBILITIES
This list is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and abilities. Additional functions and requirements may be assigned by supervisors as deemed appropriate.
- Answers incoming calls and handles matters pertaining to disposition information in cases, fine amounts, and schedule hearing and trial dates.
- Performs cashier duties, such as collection of fines, issuing receipts, receiving cash bonds, and preparing reports.
- Performs trial attendance and summarization duties including recording trials, preparing summary of trial docket, jury checks and other duties resulting from the outcome of the trial.
- Issues summons and subpoenas to appear for court matters.
- Types and issues arrest notices and warrants.
- Prepares and processes failure to appear notices.
- Keeps accurate and complete case records making required docket entries; maintains files and records.
- Operates a variety of office equipment, including personal computer.
- Transcribes and prepares correspondence, memoranda, legal documents and reports.
- Completes case history research and provides judge with requested information from case files.
- Compiles and maintains statistical data of cash flow and deposition in accordance with state recordkeeping requirements.
- Records and processes magistrate cases.
- Records and processes emergency protective orders, emergency commitments, and search warrant orders.
- Observes safety regulations and communicates potential safety hazards.
- Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.
- Efficiently manages the processing of emails, responding to inquiries, requests, and notifications.
- Handles incoming mailed letters, ensuring that they are processed, filed, and distributed appropriately.
- Conducts daily financial deposit procedures, including web-based transactions.
- Assists in payroll-related activities.
- Provides support within the courtroom.
- Performs other duties as assigned.
- Maintain regular and prompt attendance; physically present to work
- Performs after work hours as required (nights and weekends)
Additional Requirements:
- Must be able to read, write and speak effectively in English.
- Must be able to speak and communicate effectively in Spanish.
- Some positions will require the performance of other essential and marginal functions depending upon assignment.
- Must be available to work weekends and holidays
SUPERVISION RECEIVED & EXERCISED
- Receives general supervision from the Municipal Court Administrator.
- This position has no supervisory responsibilities.
QUALIFICATION GUIDELINES
Knowledge of:
- Court operations, policies and procedures.
- Legal forms, documents and terminology.
- Applicable recordkeeping requirements for court actions and defendant case files.
- Modern office practices and equipment.
- English and business arithmetic.
Ability to:
- Understand and follow written and oral instructions in the English language.
- Organize and prioritize own workload.
- Learn assigned clerical tasks primarily through oral instruction and observation.
- Work cooperatively with other employees, defendants, attorneys, victims, and the general public, often under stressful circumstances.
- Communicate orally with defendants, attorneys, victims, coworkers, and the public in a tactful and courteous manner.
- Locate and retrieve documents that have been filed alphabetically.
- Operate a variety of standard office equipment.
- Operate and maintain court-recording equipment.
- File court or legal documents numerically as prescribed by Court procedures.
- Operate a computer terminal or other keyboard device to enter information into a database.
- Make arithmetical calculations with speed and accuracy.
- Utilize second language skill in the routine performance of duties.
- Work safely without presenting a direct threat to self or others.
Education & Experience:
One-year certificate from a college or technical school; or two (2) years of related experience and/or training; or equivalent combination of education and experience. Associate's degree in criminal justice preferred.
Licenses, Certificates & Registrations:
Texas Municipal Court Education Center Certificate with 24 hours required within first year of employment and must be updated annually.
PHYSICAL REQUIREMENTS
The employee is regularly required to sit and use hands and fingers. The employee is occasionally required to lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.
WORKING CONDITIONS
The noise level in the work environment is usually moderate.
SAFETY SENSITIVITY
This position is not classified as a safety-sensitive position.
