Job Description:
The incumbent under the direction of the Chief Deputy Court Clerk rotates various assigned tasks within the department. The incumbent processes payments in the City and State Divisions by accurately receipting payments and applying to the correct distribution and division according to the court’s Judgments and policies. Extensive public contact, providing direction and information on status of outstanding warrants, acceptance of pleas, entry of appearance and scheduling cases on the Court’s docket for trial as well as dispositioning cases. Utilize ACIC/NCIC records to determine eligibility for deferred adjudication and for the Court’s consideration in sentencing. Report convictions and sentences to state and federal agencies. Enforce payment of fines/costs and special conditions imposed by the Court by issuing warrants for non-compliance; scheduling payment plans, community service work, or wage assignments. Process traffic cases by docketing in the computer system scheduling plea dates.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
Note: all City of Fort Smith positions require the employee to provide good customer service to both internal and external customers, maintain positive and effective working relationships with other City employees, and have regular and reliable attendance that is non-disruptive. Must show cooperation and respect to fellow employees and supervisors at all times.
1. Accurately receipt and process payments of fines, costs, fees, and restitution assessed by the Court in the City and State divisions, designating correct distribution of funds according to the court’s judgments and policies; maintain security of the cash drawers, balance funds daily; verify all defendant address and employment information with each public contact for collection enforcement purposes, provide direction and information on outstanding warrants and payment plans.
2. Extensive contact with the public in person and by telephone, providing information and directions as to procedures, referrals, problem solving, scheduling of cases and pleadings, accepting and recording pleas, responding to inquiries requiring knowledge of Court policies, Arkansas Statutes and understanding of computer record systems and procedures of other agencies. Provide quality customer service to all patrons of the court, including defendants, attorneys, judges, law enforcement agencies, courts, and other criminal justice departments.
3. Interview defendants and schedule individualized payment plans and/or alternative service work assignment schedules after considering all necessary factors and parameters provided by Court policy. Handle difficult defendants who have violated court orders and the court’s programs.
4. Extensive data entry. Accurately record and monitor payment/work compliance, grant or deny extensions in accordance with Court’s policies; enforce through issuance of warrants. Accurately record status of level of compliance/completion for consideration in future hearings, appeals or civil proceedings.
5. Record entry of appearance, documentation as required by the Court’s policies and perform initial preparation of notices of appeals of convictions to the Circuit Court. Review Court records and make accurate and timely reports of convictions and sentences to the Arkansas Crime Information system, Arkansas Supreme Court and Department of Driver Services.
6. Utilize ACIC/NCIC prepare review of driver history records for court sessions to be utilized in sentencing of defendants. Review these records, court history records and national criminal history records to determine eligibility according to the Court’s policies of defendants for deferred adjudication, suspension of fines/costs, or dismissal of certain charges based upon information gathered.
7. Receive, inspect and process incoming citations for non-mandatory appearance traffic offenses, accurately.
8. Answer telephone calls and provide general information, case specific instructions and status reports, referrals, problem solving, etc. Prepare statistical report and general correspondence.
9. Regular attendance and timeliness is required.
Qualification Requirements
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Minimum Qualifications
- High school diploma or G.E.D. required.
- Must have rudimentary knowledge of Arkansas Rules of Criminal Procedure, Arkansas Inferior Court Rules, Arkansas Rules of Appellate Procedure, legal terminology and established practices of the legal system.
- Substantial data-entry and receptionist or telephone operator experience.
- The ability to handle money accurately.
- Must be able to pass ability screening assessment which determines the level of spelling/grammar, reading, coding, and typing skills.
Preferred Qualifications
- Paralegal or legal assistant certification, and two (2) years’ experience as legal secretary.
- Court experience.
Other Skills and Abilities
- Excellent communication and interpersonal skills.
- Computer skills to include proficiency in the use of Word, Excel, and computer data entry.
- Problem solving, analytical ability and organizational skills required.
- The incumbent should have knowledge of modern office practices, procedures, and equipment.
- The ability to perform basic legal research is also required.
- Must have the ability to type 65 wpm with accuracy, computer data entry, and transcription.
Position Designations
This position is designated as essential during inclement weather events. City services will be maintained during inclement weather, such as heavy snow or ice storms and all essential employees are expected to report to work due to the critical functions of the position. This position is not able to work remotely.
This position does have the potential to drive as part of their regular job duties.
This position is designated as a safety/security sensitive position and is subject to random DOT drug and alcohol screenings and/or non-DOT drug and alcohol screenings (a safety/security sensitive position is one in which a momentary lapse in attention may result in injury or death of another person).
Physical Requirements
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 must frequently stand, walk, talk, and hear. Occasionally sit, use hands to handle objects, and reach with hands and arms. Specific vision abilities required by this job include close, color, distance, and peripheral vision. The ability to adjust focus is also required.
The employee is occasionally required to lift up to 10 pounds.
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.
This position operates in a team environment and will be expected to work in a collaborative manner with other staff members, outside agencies and all patrons of the Court.
The noise level in the work environment is moderate.
EMPLOYMENT SCREENINGS
This position requires the below screenings prior to employment:
- Criminal History Background Check
- Motor Vehicle Record Check
- Post-Offer Drug Screen in accordance with the Arkansas Medical Marijuana Amendment
