I.          POSITION IDENTIFICATION

Work Unit:    Justice Court Team

Supervisor:    Park County Justice of the Peace

Current Classification:

Pay Grade:     6   (Salary Range $17.50 - $19.62)    Title:   Justice Court Clerk

Non – Exempt                Full Time                                                         

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II.         ASSIGNED DUTIES AND TASKS

Position overview: This position is responsible for maintaining the records of the court and performing the duties prescribed by the judge and by law.  This position is also responsible for keeping all books, papers, and records filed with the court; for collecting, tracking, and processing all monies received by the court through fees, fines, bonds, and restitution; for attending hearings and clerking in the courtroom when required by the judge; for preparing documents, orders, and correspondence for the court as may be required by law or the judge; for scheduling and maintaining a monthly calendar; for issuing and maintaining a record of qualified jurors; and for preparing hearings.

Each category listed below makes up a portion of the duties of this position and all other functions are included in Other Duties as Assigned. All duties below are essential functions unless otherwise indicated. Duties of the position are not all inclusive and subject to change.

• To complete timely and with accuracy  all aspects of the court process including: set up, and maintain all criminal and civil records filed with the court, process all traffic and criminal citations issued in Park County by six separate law enforcement agencies, process all criminal complaints from the county attorney’s office for misdemeanors and felonies, maintain documentation of all records of proceedings in every case, process all civil cases in Park County including landlord/tenant, actions for the recovery of money, actions for damages, and to recover personal property. Issue and maintain proper civil forms which include: summons, complaint, praecipe, default judgments, etc. Schedule pre-trial conferences and civil trials. Issue writs of possession and sheriff standby orders.  Process temporary and permanent orders of protection. Track all cases for defendant compliance and implement procedures for defendants who violate sentence conditions. Attend hearings and clerk in the courtroom for the judge. Operate the video arraignment equipment. Maintain court calendar. Schedule Omnibus, show cause, eviction, and other hearings. Schedule jury, bench, and civil trials. 
•  To provide professional, courteous and friendly customer service to the citizens of Park County by greeting and assisting the public in a respectful and responsive manner. Provide proper legal forms and accurate instructions to the public. Maintain strict confidentiality of information and non-judgment of individuals. Keep informed of legislative changes necessary to assist the public.
•  To complete with accuracy and efficiency the Administrative functions of the office such as; process and distribute court documents to various agencies such as: law enforcement agencies, attorneys, detention centers, counseling agencies, Motor Vehicle Division, public defender’s office, county attorney’s office, treasurer’s office, transfer conviction information to appropriate agencies, conduct research via computer, indexes, files, and dockets, maintain list of qualified jurors, juror attendance, and claim forms, prepare correspondence for the court, and transfer appeals to District Court within the time period allowed.
•  To process monetary transactions timely and with accuracy such as; collect and process all monies received through fines, fees, bonds, and restitution, disburse funds for restitution and bonds and prepare daily bank deposits, as well as weekly and monthly financial reports.
•  Other Duties as assigned.

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III.       KNOWLEDGE & SKILLS

Basic skills and knowledge of the court’s function and the duties of a clerk. Demonstrated skills and knowledge should include a working knowledge of the following: personal computers, excel and Microsoft Office word processing; bookkeeping and accounting; principles of file and records maintenance. Knowledge of laws and rules that affect court file and records maintenance preferred.

Education and Experience:   High School diploma, GED or HiSET. Experience with the Montana court system is preferred.  Demonstrated skills on personal computers, preferably FullCourt Version 6.

IV.      ACCOUNTABILITY

This position is responsible for maintaining the records of the court and performing the duties prescribed by the judge and by law. The position is accountable for carrying out standardized practices and procedures by applying established criteria to problems, questions, or situations. Work requires the interpretation and application of well-defined administrative rules, regulations and policies to recurring operations.  Actions and services provided have a direct impact on the integrity of the County as a whole. 

V.        CONFIDENTIALLY

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 and private citizens.  Consistent with applicable policy and guidelines, this position will respect and safeguard the privacy of employees and citizens, 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. 

If in the course of executing job responsibilities, the person in the position accidentally accesses information that others might consider inappropriate for this position to access, the person in the position will notify the person’s supervisors of the date and time of the access.  If a question arises later, it will be understood that the access was accidental.  The person in the position will not disseminate any such information.

By signing this Position Description, the undersigned hereby acknowledges reading and understanding this section regarding confidentiality and agrees to abide by the terms and conditions set forth herein.  Violation of confidentiality may warrant disciplinary action, up to and including, suspension, demotion or termination of employment

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VI.       INDEPENDENCE OF ACTION

This position exercises a fair level of independent responsibility in performing job tasks. Work assignments often require the employee to interpret guidelines such as State Law, agency policies, regulations to fit unusual circumstances and specific cases or problems.  The person in this position and the Justice of the Peace develop work objectives jointly, and the person in this position is responsible for planning and organizing their workload.  Guidelines, manuals and established procedures are available daily from co-workers.

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VII.      PERSONAL CONTACTS

This position has contacts with other county personnel, elected officials, department heads, and members of the public to exchange information, and coordinate activities. The person in this position clarifies or explains information in order to be responsive to questions and inquires, yet does not give or offer any legal advice.

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VIII.     WORK ENVIRONMENT/PHYSICAL DEMANDS

The work environment characteristics described here are representative of those in a normal office environment, involving physical demands associated with working on a computer, communicating over the phone and in person, is frequently required to stand, walk, reach with hands or arms, and stoop, kneel, crouch, and some light occasional lifting in the file storage area for research purposes. The employee must regularly sit, use hands to finger, or feel, and talk or hear.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.