City of Rogers
Deputy Court Clerk I
Job Description
Exempt: No
Department: District Court
Reports To: Chief Deputy Clerk/District Court Clerk
Location: District Court Building
Date Prepared: March 27, 2015
Date Revised: April 30, 2024
Safety Sensitive: This position is designated as safety/security sensitive and is subject to pre-employment, reasonable suspicion and random drug and alcohol screening.
GENERAL DESCRIPTION OF POSITION
Performs a wide variety of responsible and complex administrative support for the Rogers District Court as well as routine office duties.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Collect monies for fines and filing fees and prepare bank deposits accurately. This duty is performed daily.
2. Maintain files of cases, warrants and correspondence in the correct filing system, be it alphabetical or numerical. This duty is performed daily.
3. Work with the State of Arkansas' Driver Control computer system to accurately enter information. This duty is performed daily.
4. Perform general office tasks such as copying, faxing, etc. This duty is performed daily.
5. Follow written and oral instructions. This duty is performed daily.
6. Work flexible work hours including evenings. This duty is performed weekly.
7. Travel for continuing education that may require overnight stay. This duty is performed as needed.
8. Work independently, but also a team with co-workers. This duty is performed daily.
9. Prepare Court Docket. This duty is performed weekly.
10. Enter judgements during court session. This duty is performed weekly.
11. Follow the appropriate steps to complete paperwork after a court session. This duty is performed weekly.
12. Issue warrants for contempt of court. This duty is performed weekly.
13. Work directly with the community in answering questions and complaints in person, by telephone, fax and email. Routes citizens to the correct agencies, departments or Court. This duty is performed daily.
14. Operate an I5 computer program for all court data entry and retrieval of court dockets, forms and reports. This duty is performed daily.
15. Maintain all the court records in an accurate manner. This duty is performed daily.
16. Operate a computer to prepare correspondence, reports, etc. utilizing applicable software. This duty is performed weekly.
17. Respond to requests from Attorneys, Law Enforcement Agencies and other City, County, State and Federal Agencies with accurate information in a timely manner. This duty is performed daily.
18. Create letters, memos and other correspondence with minimal direction, often performing several activities simultaneously. This duty is performed weekly.
19. Perform any other related duties as required or assigned.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
EDUCATION AND EXPERIENCE
High school or GED, plus specialized schooling and/or on the job education in a specific skill area; e.g. data processing, clerical/administrative, equipment operation, etc, plus 3 years related experience and/or training, or equivalent combination of education and experience.
COMMUNICATION SKILLS
Ability to read and understand documents such as policy manuals, safety rules, operating and maintenance instructions, and procedure manuals; ability to write routine reports and correspondence. ability to effectively communicate information and respond to questions in person-to-person and small group situations with customers, clients, general public and other employees of the organization.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply and divide numbers. Ability to perform these mathematical skills using money and other forms of measurement.
CRITICAL THINKING SKILLS
Ability to utilize common sense understanding in order to carry out written, oral or diagrammed instructions. Ability to deal with problems involving several known variables in situations of a routine nature.
REQUIRED CERTIFICATES, LICENSES, REGISTRATIONS
Ability to obtain and maintain Clerks certification.
PREFERRED CERTIFICATES, LICENSES, REGISTRATIONS
Not indicated.
SOFTWARE SKILLS REQUIRED
Intermediate: 10-Key, Alphanumeric Data Entry, Other, Word Processing/Typing
Basic: Contact Management, Database, Spreadsheet
INITIATIVE AND INGENUITY
SUPERVISION RECEIVED
Under immediate supervision, performs general assignments of work, with periodic check of performance by supervisor.
PLANNING
Limited responsibility with regard to general assignments in planning time, method, manner, and/or sequence of performance of own work operations.
DECISION MAKING
Performs work operations which permit frequent opportunity for decision-making of minor importance and which would not only affect the operating efficiency of the individual involved, but would also affect the work operations of other employees and/or clientele to a slight degree.
MENTAL DEMAND
Moderate mental demand. Operations requiring almost continuous attention, but work is sufficiently repetitive that a habit cycle is formed; operations requiring intermittent directed thinking to determine or select materials, equipment or operations where variable sequences may be selected by the employee.
ANALYTICAL ABILITY / PROBLEM SOLVING
Moderately structured. Fairly broad activities using moderately structured procedures with only generally guided supervision. Interpolation of learned things in somewhat varied situations.
RESPONSIBILITY FOR WORK OF OTHERS
Responsibility for work of others: Not indicated.
RESPONSIBILITY FOR FUNDS, PROPERTY and EQUIPMENT
Occasionally responsible for organization's property where carelessness, error, or misappropriation would result in moderate damage or moderate monetary loss to the organization. The total value for the above would range from $5,000 to $150,000.
ACCURACY
Probable errors would not likely be detected until they reached another department, office or patron, and would then require considerable time and effort to correct the situation. Frequently, possibility of error that would affect the organization's prestige and relationship with the public to a limited extent, but where succeeding operations or supervision would normally preclude the possibility of a serious situation arising as a result of the error or decision.
ACCOUNTABILITY
FREEDOM TO ACT
Generally controlled. General processes covered by established policies and standards with supervisory oversight.
ANNUAL MONETARY IMPACT
The amount of annual dollars generated based on the job's essential duties / responsibilities. Examples would include direct dollar generation, departmental budget, proper handling of organization funds, expense control, savings from new techniques or reduction in manpower.
None. Job does not create any dollar monetary impact for the organization.
IMPACT ON END RESULTS
Modest impact. Job has some impact on the organizations end results, but still from an indirect level. Provides assistance and support services that facilitates decision making by others.
PUBLIC CONTACT
Regular contacts with patrons, either within the office or in the field. May also involve occasional self-initiated contacts to patrons. Lack of tact and judgment may result in a limited type of problem for the organization.
EMPLOYEE CONTACT
Contacts of considerable importance within the department or office, such as those required in coordination of effort, or frequent contacts with other departments or offices, generally in normal course of performing duties. Requires tact in discussing problems and presenting data and making recommendations, but responsibility for action and decision reverts to others.
USE OF MACHINES, EQUIPMENT AND/OR COMPUTERS
Regular use of complex machines and equipment (desktop/laptop computer and software, road and production machines and equipment, driver's license/cdl, etc.)
WORKING CONDITIONS
Periodically exposed to such elements as noise, intermittent standing, walking, pushing, carrying, or lifting; but none are present to the extent of being disagreeable.
ENVIRONMENTAL CONDITIONS
The following work environment characteristics described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the functions of this job, the employee is occasionally exposed to outdoor weather conditions. The noise level in the work environment is usually moderate.
PHYSICAL ACTIVITIES
The following physical activities 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 and expectations.
Semi-repetitive, low physical. Semi-repetitive type work which requires periods of concentration for varied time cycles as prescribed by the tasks.
While performing the functions of this job, the employee is regularly required to sit, talk or hear; and frequently required to stand, walk, use hands to finger, handle, or feel; occasionally required to reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl, taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision; color vision; and peripheral vision.
ADDITIONAL INFORMATION
Knowledge
Modern office practices and procedures; accurate grammar, spelling, punctuation and standard English usage; business correspondence formats; record keeping and filing system methods; basic math.
Abilities
Read, interpret, explain and apply a variety of information, often of a complex nature, including applicable laws, department procedures, records, reports, etc,; utilize sound judgment; maintain a high degree of confidentiality; handle a large volume of public contact including diffusing potentially negative situations; accurately prepare and maintain records and reports requiring attention to detail; type accurately; utilize appropriate computer software applications; follow oral and written instructions; communicate effectively both verbally and in writing; perform effectively as a member of a team; deal effectively and courteously with a diverse group of associates and the general public; present an overall professional image.
