Administrative Court Clerk (part-time benefited)

Position Purpose

Hours will be Wednesday (12-4:00), Thursday and Friday (8:00-5:00)

This is a job share position (one FTE split into two) that will be limited to 20 hours a week. Additional hours may be required to satisfy the full-time requirement of both part-time positions.

Paid benefits and accruals will only be paid out at 50%.

Starting salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity. Typical placement will be entry range to mid range.

Provides assistance to court participants, processes fine payments, maintains associated documentation and distributes bench warrants and other pleadings as instructed by the presiding judge to ensure accurate records for the judicial system in the City of Arvada. Provides routine administrative and customer service duties

Job Functions / Scope of Authority

ESSENTIAL JOB FUNCTIONS

• Provides customer service assistance to internal and external customers; answers inquiries and provides instructions to court participants in person and by telephone; manages irate customers utilizing excellent listening and communication skills.

• Researches alternative sentencing and treatment options with an aim of creating more appropriate and effective court outcomes.

• Processes incoming summonses; enters information into the court's computer database; accesses DMV and CCIC/NCIC to obtain criminal histories and driving records; ensures the proper fine information is assessed to each summonses; confers with city attorney if needed and determines plea agreements, penalties or required court appearance in accordance with prosecutorial guidelines.

• Issues and distributes bench warrants in accordance with court guidelines; tracks court ordered classes, counseling and related orders.

• Clears warrants, maintains database records and schedules court appearances and continuances as necessary.

• Schedules hearings with attorneys and foreign language interpreters.

• Opens cases, creates case files and files in appropriate docket dates; closes case files and complies with state archive guidelines.

• Conducts court check-in of defendants and assists Judge with court docket.

• Provides clerical support to the Judge in courtroom and swears in witnesses and jurors as needed.

• Reviews all files received from court to ensure proper entries of the court's orders have been made in the computer and properly recorded on notices to defendant.

• Maintains juror records and summons jurors, as necessary.

• Prepares appeal case files for district court according to district court guidelines.

• Reviews case files and histories to determine whether defendants may be eligible and appropriate for alternative sentencing options.

• Identifies community service and other sentencing options for defendants.

• Reviews open cases to confirm compliance with court sentences and conditions.

• Makes payment arrangements, collects fines, maintains and reconciles case financial records in database.

• Handles daily payments in the form of cash, credit cards and checks.

• Reconciles and prepares reports on daily receipts, credit card transactions, bond account and petty cash.

• Prepares and calculates monies required for jury trials.

• Is an effective positive team member.

• Demonstrates a respectful attitude toward citizens and coworkers, encouraging teamwork, open communication and effective customer service.

• Demonstrates ethics and integrity by being truthful, honest and trustworthy. Accountable for words and actions.

• Demonstrates creative problem solving to improve Court efficiencies and defendant outcomes.

• Acts with the customer in mind, responds to requests promptly and provides effective services or solutions for customers.

• Exercises appropriate level of initiative and judgment to make decisions within the scope of assigned authority.

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES

• Basic knowledge and experience in all facets of office administrative practices including word processing, data entry, spreadsheets and filing.

• Basic knowledge of court proceedings and related processes.

• Basic knowledge of bookkeeping practices.

• Excellent organizational, multi-tasking, detail-orientation and time management skills.

• Ability to acquire technical knowledge to perform tasks and answer questions in an independent manner.

• Ability to effectively communicate and interact with all levels of personnel within the city in a positive and cooperative manner.

OTHER FUNCTIONS:

• Other duties as required.

-Employees are held accountable for all duties of this job-

SCOPE OF AUTHORITY:

Receives general supervision under the direction of the Deputy Court Administrator. Duties and tasks are varied but standardized, semi-routine in nature. Daily priorities are established by supervisor; however, expected to evaluate and respond to new situations that require immediate attention. Generally detailed procedures cover the majority of the work, but often times decisions have to be made based on organizational policy and/or precedent. Impact of error is highly serious.

Financial Accountability:

Clerks collect and receipt revenue, process money on bonds and make change. They are responsible for daily reconciliation and balance of cash drawers.

Working Environment / Qualifications

WORKING ENVIRONMENT/PHYSICAL ACTIVITIES:

The work environment/physical activities described here are representative of those an employee encounters while performing the essential functions of the job.

Work is primarily performed in an office environment with moderate noise levels. Physical effort and activities include: ability to talk, hear and listen, use of hands/fingers to type and handle, feel or manipulate objects constantly; frequent sitting; occasional standing, walking, and reaching with hands and arms; visual acuity to focus on details at a close distance, and make general observations; frequent handling of objects weighing up to 10 pounds, and up to 25 pounds occasionally.

MINIMUM REQUIRED QUALIFICATIONS (EDUCATION, LICENSE, TRAINING AND EXPERIENCE):

High school diploma or GED; three (3) years of customer service and progressively responsible clerical experience. Equivalent combinations of education and experience may be considered. Must have or be able to obtain CBI clearance for CCIC/NCIC access and pass a criminal background check.

Preferred Qualifications: one year experience in a court clerk environment highly desirable.

Vision Mission Values

The City's Core values are in every employee's individual Performance Plan which helps us to reinforce our expectations for living and working by our Core Values.

Every City employee is expected to perform his/her job to the highest professional standards. This includes upholding the City's values with integrity and accountability, acting in a manner that is respectful and inclusive towards others, and adhering to the City's policy on employee conduct as detailed in the personnel rules sec. 70-143.

Vision: We Dream Big and Deliver
Mission: We are dedicated to delivering superior services to enhance the lives of everyone in our community.
Values:
Innovation: We excel in creativity, flexibility and the use of best practices while valuing diverse backgrounds, ideas and perspectives.
Passion: We are a high performing, inclusive team inspiring each other to pursue excellence.
Opportunity: We value our diversity, embrace possibilities, face challenges, persevere and take action to deliver quality results.

The City is an Equal Employment Opportunity