DEPUTY COURT CLERK

JOB SUMMARY

The Deputy Court Clerk is responsible for providing clerical and administrative support to the Municipal Court. This role involves managing court records, scheduling hearings, processing case files, and handling public inquiries related to court procedures. The Deputy Court Clerk ensures the court operates efficiently and in compliance with all relevant laws and regulations. The position requires strong organizational, communication, and customer service skills to manage a high volume of court documents and interaction with the public and court personnel.

Department: Municipal Court

Reports to: Presiding Judge/Court Administrator

Work Location: Fredericksburg Municipal Court, 103 Industrial Loop, Ste 1000, Fredericksburg, Texas 78624.

Work Hours:

8:00 a.m. – 5:00 p.m., Monday to Friday.  During the school year, Monday hours, once a month may be extended to 9:00 pm for Teen Court.

Salary-Type:

Hourly: $20.10 - $ 24.00 DOE

Pay grade: 28

Job posting and application can be found at fbgtx.org.

Essential Job Duties and Responsibilities

An employee in this position may be called upon to do any or all of the following essential duties:

• ·         Collects public funds at the Court service window by receiving cash, checks, money orders, and credit card payments in person, by mail, drop box, and online; issues receipts and credits payments on account for fines and other Court-related business for transactions requiring knowledge of payment and status codes, regulations, and departmental policy.
• ·         Attends walk-in customers and receive court documents from the general public, defendants, and attorneys.   Provides public information and customer service assistance by explaining court procedures and the different options available to defendants in person, by telephone, mail, e-mail.  Refers customers to appropriate staff for assistance with sensitive and private matters.  Clerk does not give legal advice.
• ·         Processesonline payments and enters notes in the case management system to release paid violations.
• ·         Exercises, initiative, judgment, and discretion when handling confidential and sensitive information.
• ·         Verifies daily collections of court fines and fees.
• ·         Processes and reviews community service orders, verify completion of community service hours, submittal to the court, dates, and closes the case.
• ·         Prepares and schedules cases for Show Cause hearings on defendants that fail to comply with court agreements or fail to meet their payment schedule.
• ·         Prepares and mails appropriate court case letters and documentation to defendants.
• ·         Processes daily recording of case disposition, court orders, and arrangements in the case management system.
• ·         Answers inquiries or questions concerning court matters in person, by telephone, mail, e-mail, or fax.
• ·         Explains procedures, options and forms to parties in case.
• ·         Verifies insurance coverage and updates/closes file.
• ·         Provides other general office services as required.
• ·         Performs other duties that support the overall objective of the position as assigned by the Supervisor.

·         Conveys a positive professional image by action, communication, and appearance.

·         Regular, reliable, and punctual attendance is an essential function of this job.

·         Contributes to team effort by performing other duties as assigned by Supervisor.

·         Follows Judge’s Standing Orders and performs duties ethically following the Judicial Cannons.

·         Must adhere to City/Departmental Policies and Procedures and follow Security and Safety Regulations.

Knowledge Skills and Abilities

• Basic knowledge of ordinances, statutes, and laws within the scope of the Municipal Court’s jurisdiction.
• Knowledge of computer-aided databases, including accepted rules for access, use, and dissemination of data.
• Knowledge of office practices, procedures, and equipment, including filing systems, telephone techniques, and letter and report writing. 
• Requires business mathematics skills to compute sums and calculations. 
• Must be skilled in using and troubleshooting various standard office machines and equipment.
• Requires sufficient skill using the English language, grammar, spelling, punctuation, proofreading/editing, to prepare routine correspondence. 
• Requires skill in communicating/explaining Court procedures in the English language. 
• Requires sufficient human relations skills to present a positive image of the department, convey information to others, and use patience and sensitivity in dealing with a diverse population that can be hostile and confronting.
• Ability to learn and perform all of the duties of the job efficiently and in an open environment with interruptions and distractions. 
• Ability to learn, interpret, explain, and apply knowledge of the department’s organization, operations, programs, functions, and specialized terminology when performing assignments. 
• Ability to work as a contributing member of a team, work productively and cooperatively with other departments and external customers, and convey a positive image of the City and its services. 
• Ability to operate a computer to produce routine correspondence and reports, and type/keyboard accurately with Microsoft office applications; learn and proficiently utilize new computer applications, including Incode software.  
• Ability to answer adequately, present information, and respond to questions from the general public with professionalism.
• Ability to maintain the confidentiality of private and sensitive information.
• Ability to plan, organize, and prioritize work to meet deadlines and timelines; perform multiple tasks; work with frequent changes in priorities.
• Discern and observe the needs of the public.  Accurately count cash and give the correct change; record transactions, and keep accurate records.
• Ability to add, subtract, multiply and divide into all units of measure, using whole numbers, common fractions, and decimals.

Education and Experience

• ·         High school diploma or GED equivalent.
• ·         Knowledge of computers and standard office practices and procedures, information systems, and Microsoft Office based programs with accurate and high-speed data entry; administrative or clerical experience is desirable; customer service; and cashiering.
• ·         Minimum of three (3) years of general clerical/office experience.

Job Requirements

• ·         Must have a minimum of Court Clerk Level I Certification or be able to obtain within 18 months.
• ·         Applicants for this position must pass a Criminal Justice Information System (CJIS) fingerprint-based background check and maintain CJIS eligibility. Due to CJIS requirements related to system access, the following will result in being disqualified for this position: Felony Convictions, Felony Deferred Adjudication, Class A and B Misdemeanor Deferred Adjudication, Class B Misdemeanor Convictions, an Open Arrest for Any Criminal Offense (Felony or Misdemeanor), and Family Violence Convictions.
• ·         Valid Texas Crime Information Center and National Crime Information Center (TCIC/NCIC) Certification within 180 days of employment and re-certified yearly.
• ·         Must maintain Texas Law Enforcement Telecommunications System Access (TLETS) eligibility for continued employment in position (TLETS provides access to TCIC and NCIC).