POSITION DESCRIPTION

Work Unit:    Clerk of District Court Team

Supervisor:    Clerk of Court

Current Classification:

Pay Grade:  7  (Range $16.76 – 20.55)                        Title:   Deputy Clerk of District Court

Non-Exempt  Full Time

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POSITION SUMMARY

Position is responsible for performing clerical duties of considerable difficulty.  Position utilizes incumbent knowledge of Montana legal procedures, legal terminology, rules or regulations, and the exercise of independent judgment and action.  Ensures the highest level of confidentiality at all times.

All duties below are essential functions unless otherwise indicated. Duties of the position are not all inclusive and subject to change. All duties must be completed with high degree of accuracy and in a timely fashion.

GENERAL ADMINISTRATIVE DUTIES:

• Answers questions in person, in writing, and on the telephone concerning District Court matters. Maintains professionalism by exercising tact, diplomacy, and courtesy at all times with the public and co-workers. Acts as a liaison to the Courts and the public. Maintains strict confidentiality concerning District Court matters at all times.

• Performs routine administrative work in answering phones, receiving the public, providing customer assistance, cashiering, data entry and word processing and bookkeeping, picking up mail and processing incoming and outgoing mail. Receipt filing fees. Makes deposits of collected fees and monies.  Issues and files marriage licenses. Searches court records for criminal and civil requests. Searches court records for genealogy requests. Maintains court calendar and documents court hearings and trials. Mails and/or distributes documents as directed.

• Assigns case numbers to new cases, indexes, and keeps register filings current. Transfers cases and presents orders to the Judge. Certifies documents as requested. Takes minutes of court proceedings and marks exhibits and maintains and accurate list of exhibits for each case.  Gives oaths to parties testifying in court and to parties signing documents. Issues summonses, subpoenas, writs of execution, and notices per state statutes. Prepares and signs certain orders per state statutes. Without giving legal advice, aids pro se litigants filing documents. Sends copies to appropriate parties and out-of-town judges.

• Prepares and submits several monthly, quarterly and yearly reports to other county, state and federal agencies.

CIVIL RELATED DUTIES:

• Opens case files and assigns case a number.  Checks original documents for signatures and notarizations. Accepts and receives fees. Issues summons and places court seal on proper court documents. Dockets and files records and judgments. Notes motions for Judge’s attention. Ensures security of all court files.  Sends certified mailing when required to appropriate parties. Enters defaults and prepares orders when necessary. Sends certificate of adoption, marriage license    applications and certificates of divorce to proper agencies. Ensures confidentiality of juvenile, dependent neglect, insanity, and adoption cases. Files pleadings in proper cases. Sends files to the Supreme Court and other District Courts when necessary. Completes Information Case Report forms and reimbursement forms to send to Supreme Court Administrator’s Office. Sets reminders for annual accountings and annual reviews.

CHILD SUPPORT DUTIES:

• Keeps accurate records on child support through recording payments received including updating address changes, distributing payments timely to appropriate entities. Issuing child support withholding orders.  Completing timely and ensuring accuracy necessary forms for Child Support Enforcement Division.

CRIMINAL RELATED DUTIES:

• Opens case files. Records and files pleadings. Distributes attorney’s reports. Makes timely notification to Sheriff’s Office of the criminal calendar. Collects bonds and issues receipts. Prepares sentence review packets with filings and documentation. Sends court file to Sentence Review Committee and Supreme Court. Seals certain files when necessary and documents on computer.

RESTITUTION DUTIES:

• Keep accurate records on restitution including; creating receipts updating addresses, recording payments on computer. Distributing payments timely to appropriate entities.

JURY RELATED DUTIES:

• Pulls voter registration list yearly to assist development of a jury selection list. Prepares summonses and questionnaires to complete and return for jury selection including copies for attorneys. Assists with pulling the jury selections list for each jury trial and determines the number of jurors needed. Notifies designated public of possible selection for jury duty by telephone, and follow-up contact is made by telephone or in writing. Maintains master file of juries held and who was selected to serve for each trial. Pulls jury list for criminal cases. Prepares supplies for jurors and prepares jury room. Contacts bailiffs or may act as bailiff and briefs them on any special instructions. Also provides assistance to judge, counsel, jurors and public as needed.

OTHER DUTIES AS ASSIGNED: Backs up Clerk when necessary. Conducts research to verify and obtain information in documents and files.

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KNOWLEDGE & SKILLS

Knowledge about legal and county specific terms, laws, and procedures is preferred.  Having the knowledge in the methods, materials, and principles used for District Court procedures will ensure successful completion of tasks.  Must have general office, accounting and bookkeeping knowledge.  Must have professional communication skills. Ability to read and understand statutes necessary. Must have ability to keep matters confidential.  Ability to work as part of a team as well as the ability to follow written and oral instructions.  Familiarity with office equipment including computer, printer, typewriter, fax, ten-key calculator, telephone, photocopier, and scanner. Punctuality and reliability will ensure Team success.

EDUCATION and/or EXPERIENCE:

The skills equal to a High School Diploma, GED or HiSET and four years of varied clerical work experience or any equivalent combination of education or experience.  Experience working with District Court procedures and governmental entities preferred.

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ACCOUNTABILITY:

This position makes decisions regarding the operations and services of the Clerk of Court. Work requires the interpretation and application of laws, rules, regulations, and policies.  Actions and services provided have a direct impact on the integrity of the office of Clerk of Court.  Work is covered by established guidelines and policy manual are available.

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CONFIDENTIALITY:

The position requires handling non-public confidential information.  The person in the position acknowledges the confidential nature of non-public information regarding county employees and elected officials.  Consistent with applicable policy and guidelines, this position will respect and safeguard the privacy of employees, elected officials and Park County and the confidential nature of information in accordance with Montana state law, without limiting the general nature of this commitment. This position will not access or seek to gain access to confidential information regarding any past or present employees, elected officials, and Park County in the course of fulfilling job responsibilities.  The person in the position hereby acknowledges that the person understands that in this context, confidential information is considered all non-public information that can be personally associated with an individual. Violation of confidentiality may warrant disciplinary action, up to and including, suspension, demotion or termination of employment.

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INDEPENDENCE OF ACTION:

This position exercises a high level of independent responsibility in performing job tasks. The person in this position and the Clerk of Court develop work objectives jointly, and the person in this position is responsible for planning and organizing the work, resolving conflicts, and determining methods and approaches.  Guidelines, manuals and established procedures are available through the Clerk of Court who is available to provide general guidance in work activities.

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PERSONAL CONTACTS:

This position has contacts with other county personnel, elected officials, department heads,
legal professionals, the State of Montana and members of the public to exchange legal information and guidance, and coordinate activities. The person in this position must be prepared to respond to questions and inquires.

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WORK ENVIRONMENT/PHYSICAL DEMANDS:   

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 is occasionally required to walk and climb or balance.  The employee is frequently required to stand, sit, and stoop, kneel, crouch or crawl.  On a regular basis, the employee is required to reach with hands and arms, use hands to finger, handle or feel, and talk or hear.

The employee must occasionally lift and/or move up to 50 pounds. The noise level in the work environment is usually moderate.