Job Title:  Court Clerk

Department:  Administration

FLSA Status:  Fulltime Non-Exempt

Reports to:  City Secretary

JOB SUMMARY

The Court Clerk is a highly responsible position with complex and detailed clerical and administrative duties. This position is responsible for the operation and administration of the city’s municipal court system and requires a specialized knowledge of court operations. The Court Clerk is also responsible for providing excellent customer service to internal and external customers, along with providing support to department operations. This position involves considerable contact with the public, city officials, and city staff; therefore, requiring professionalism and effective communication skills.

BENEFITS

Pay Range:        $22 - $25 hourly based on qualifications and experience.

Paid Time Off:  PTO accrual begins immediately at 4.50 hours per pay period.  Eligible for use after release of probationary period.

Holidays:           14 City Holidays + 1 Floating Holiday per year.

Longevity:          $120 annually for each full year of employment.

Retirement:       Texas Municipal Retirement System (Employee Contribution: 5%)(City Contribution: 2 to 1). Insurance: Employee Medical, Dental, and Vision Insurance paid by City.  Short-Term and Long-Term Disability/Life and AD&D Insurance paid by City.

EXPERIENCE, EDUCATION, CERTIFICATES, AND/OR LICENSES

•  A minimum of two (2) years of experience in a municipal court or a municipal government setting, or an equivalent combination of education, training, and experience can be substituted.
•  Experience in secretarial/clerical work is required. Experience with cash management/cashier operations is desired.
• High school diploma or GED required.
• Valid Texas Driver License with a satisfactory driving record required.
•  Notary Public commission required or must obtain within six (6) months of employment.
• Texas Open Meetings Act Training and Texas Public Information Act Training required or must obtain within ninety (90) days of employment.
• Level I Municipal Court Clerk Certification required or must obtain within one (1) year of employment.

The statements contained in this job description reflect general details as necessary to describe the principal functions of this position, the level of knowledge and skill typically required, and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. City management has exclusive rights to alter this job description at any time and require individuals to perform other duties as assigned, including but not limited to: work in other functional areas to cover absences or relief, equalize peak work periods, or to otherwise balance the workload.

The City of Garden Ridge is an Equal Opportunity Employer and encourages applications from eligible and qualified persons regardless of race, color, sex, religion, national origin, age, genetic information, disability, veteran status, or any other legally protected status. The City of Garden Ridge provides reasonable accommodations to applicants with disabilities on a case-by-case basis. If you need a reasonable accommodation for any part of the application or hiring process, please contact the Human Resource Office at (210) 651-6632.

ESSENTIAL FUNCTIONS
Essential functions, as defined under the Americans with Disabilities Act, may include but are not limited to any of the following representative duties, knowledge, skills, abilities, and physical or mental demands. Factors such as regular attendance at the job are not routinely listed in job descriptions but are an essential function.

Duties

• Perform all functions related to Municipal Court in an accurate and timely manner and in accordance with laws, city ordinances, and internal policies/procedures.
•  Attend all scheduled Municipal Court dates to assist defendants appearing with dispositions; administer dispositions as directed by the Judge and/or Prosecutor; attend and maintain Municipal Court training.
•  Accurately input citations into the Municipal Court system; accurately input payments into the Municipal Court system and cash collection system; maintain current schedules of fines and court costs; forward all active FTAs and warrants to collections services contracting with the city; monitor and maintain the status of FTAs and warrants forwarded; process collections received.
•  Maintain current Municipal Court dockets; maintain printed and electronic docket jackets for citations issued with accurate information regarding payments, status of payment arrangements, direction from the Judge and/or Prosecutor, and/or conversations with the court concerning the fine and disposition.
•  Oversee the administration of pretrials and bench trials; coordinate, schedule, and oversee the administration of jury trials.
• Compile information and prepare all monthly and quarterly court related reports.
• Receive and respond to questions, concerns, and/or inquiries made by defendants; monitor and send courtesy letters to defendants; post dispositions, appeals, and bond entries; issue warrants, subpoenas, and other documents as directed by the Judge; process complaints, FTAs, warrants, and bonds through the Municipal Court system.
• Work closely with Police Department Personnel, the Municipal Court Judge, and Municipal Court Prosecutor; set Municipal Court calendar one year in advance with concurrence of the Judge.
• Perform general clerical duties such as typing, filing, data entry/retrieval, daily opening and closing procedures, direct calls and visitors as appropriate, answer questions and provide information to the public, receive and respond to citizen concerns and/or refer to appropriate department staff member for resolution; issue and track licenses, permits, registrations, and park rental contracts; draft various types of correspondence in accordance with city ordinances and policies.
• Receive, prepare, and/or distribute work order requests to the Public Works Department in a timely manner. Examples of such work orders may include but are not limited to: initiate or terminate water service, check water leaks, repair water infrastructure, maintenance of city facilities, street repairs, and necessary maintenance of city infrastructure.
• Prepare accurate daily, weekly, and end of month closeout of cash collection system, in addition to preparing accurate bank deposits.
• Assist with maintaining postage machine and meter with current postage rate, funds for postage, and supplies; post and prepare documents for mailing; assist with checking mail box and drop box daily; assist with distribution of mail in a timely manner.
• Assist with Records Retention for records pertaining to municipal court and city operations; assist in filing correspondence and documentation as well as maintaining inventory, office supplies, city calendar, and Community and Event Center rentals and contracts.
• Assist with functions related to utility billing and serve as a back up to the Utility Clerk.
• Organize and prioritize multiple assignments to meet deadlines; plan, schedule, and work independently in the absence of specific instructions and direct supervision.
• Provide clerical support to other city departments and city officials as needed and as directed.
• Assist and participate in various city events and functions; perform other duties and projects as assigned.

Knowledge, Skills, and Abilities

• Knowledge and proficiency in operating computers and related technology with various operating systems, software, and applications; ability to operate standard office equipment including but not limited to: phone systems, copy/scan/fax machines, shredding machines, postage machines, projectors, and calculators.
• Knowledge related to the functions and administration of local government in addition to knowledge of the municipal court system and processes.
• Ability to accurately and timely perform arithmetic computations; research various ordinances and statutes; read, analyze, and interpret reports and documents; accurately record, document, and process complex information in a timely manner; and maintain accurate, legible, and concise records of official city business.
• Possess strong organizational skills and ability to manage time efficiently and effectively to organize, plan, prioritize, and carry out tasks and assignments with minimal supervision.
• Possess strong interpersonal skills and ability to establish successful working relationships while working with a wide variety of individuals in a professional and courteous demeanor.
• Ability to provide services, accurate information, or assistance in a courteous and timely manner; possess excellent technical writing and grammar skills to communicate, respond, and articulate information professionally and effectively.
• Ability to meet strict deadlines while maintaining a high degree of accuracy in a fast-paced environment; define problems, collect data, establish facts, and draw valid conclusions; identify what information is needed for effective action; and exercise reasonable and sound judgment.
• Ability to keep sensitive and/or confidential information secure from disclosure and maintain a high level of integrity with exceptional ethical standards.

Physical Demands and Work Environment

Physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job, with or without reasonable accommodations. Work is performed in a fast paced, well lite, high noise level office environment that requires the employee to work under time pressures, distractions, and other disturbances. Furthermore, while performing the duties of this position, the employee is occasionally required to encounter unpleasant social situations such as irate or visually upset individuals.

While performing the duties of this position, the employee is continuously required to:

• Perform repetitive activities and remain in a stationary position for extended periods of time answering phones, performing computer work, filing, copying, and other administrative work.
• Operate a computer and other office productivity equipment.
• Move about inside the office to assist customers, access file cabinets, and operate office equipment.
• Work evenings after regular business hours on an average of two (2) times per month.
• Lift, carry, push, or pull up to twenty-five (25) pounds.

While performing the duties of this position, the employee is occasionally required to:

• Travel overnight for up to three (3) days at a time (training, seminars, and educational purposes).
• Work an occasional non-regular workday (weekend or holiday) as necessary.
• Work as needed to assist with any needs of the city when emergency management procedures are activated.