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Assistant Court Administrator/Chief Court Clerk

City of Woodstock


Listing Summary

JOB SUMMARY

Provides a wide variety of clerical and administrative support work for the Municipal Court and members of the public and staff seeking assistance in the department. Performs various court-related functions including handling inquiries regarding court proceedings for the public, attorneys, officers, and other related groups; prepares or attends his or her own court sessions which involves various administrative duties as necessary.

ESSENTIAL JOB FUNCTIONS

  • Prepares state and arraignment court calendar and cases for court sessions, which include issuing subpoenas for defendants, victims, witnesses, officers, bondsman, and all other documents needed for prosecution in court. Finalizes court docket and attends assigned court sessions and arraignment/trials.
  • Handles all aspects of disposition of cases; resets court cases for trial calendar as required, processes cases for transfer to appropriate State/Superior court; reports failure of officers to appear and issues court orders.
  • Schedules special hearings as needed and ensures legal compliance of case files and records; issue warrants on Failure to Appear, Failure to Pay Fine, Failure to Serve Sentence, Failure to Complete Defensive Driving, and Bad Checks, when needed and forwards to Criminal Investigation Division.
  • Provides assistance to the public, defendants and attorneys regarding court dates, fines issued, pleas and options, and other miscellaneous information as requested.
  • Reschedules court dates when applicable.
  • Calculates fine amounts and serves as Notary Public.
  • Utilizes system to process bonds, and Court Management Computer system for all court related information.
  • Utilizes GCIC and NCIC for criminal/driving history.
  • Collects, records and processes money according to court order; balances cashdrawers, accounts, receipts, reconciles police transmittal sheets, prepares daily bank deposits; transmit funds and documents to the state department as assigned.
  • Responsible for Court Bond Account/Requests made after court disposition and processes Court Bond Account/Fines and forfeitures.
  • May act for the Court Administrator in his/her absence; monitors operations, assigns and reviews work, provides guidance and technical assistance to staff; reviews timesheets for accuracy and research discrepancies; enters payroll data into computer for processing; and makes administrative decisions.
  • Advises bonding company of transferred or disposed cases and of defendant’s failure to appear in court.
  • Recalls warrants when necessary and transfers proper documents to the Police Department.
  • Records relevant information from citations/summons and receives and maintains incident and accident reports, Offender Based Tracking Sheet (OBTS) forms for defendant’s file.
  • Responsible for obtaining and processing payments for substitute judges and solicitors, court reporters, interpreters, court appointed attorneys and bailiffs as needed.
  • Completes various court related reports, forms and documents for supervisor, government agencies, and customers as needed in court and in the office.
  • Prepares certified copies of case dispositions when requested.
  • Assists in the new hire process; trains Deputy Clerks and provides input on employee evaluations.
  • Performs other duties as assigned.

MINIMUM QUALIFICATIONS

Knowledge, Skills, and Abilities:

  • Knowledge of court procedures to provide a base for understanding the court system.
  • Knowledge of legal terminology.
  • Knowledge of legal documents.
  • Knowledge of procedures involved in processing citations, warrants, summonses, and other court matters.
  • Knowledge of modern office procedures, methods, and equipment including proficiency with personal computers and Microsoft Office.
  • Knowledge of principles and procedures of court recordkeeping.
  • Knowledge of principles of supervision, training, and performance evaluation.
  • Knowledge of financial data including cash reconciliation, invoices, budgetary information, and procedures.
  • Knowledge of applicable laws, regulations and procedures governing the operation of the Municipal Court Clerk’s Office.
  • Knowledge of principles of business letter writing and basic report preparation.
  • Knowledge of mathematical principles.
  • Knowledge of English usage, spelling, grammar, and punctuation.
  • Skill in typing.
  • Skill in operating modern office equipment including 10-key calculators.
  • Skill in using computers, court software, and other job-related software.
  • Ability to read, compose, and comprehend simple instructions, short correspondence, and memos.
  • Ability to maintain both manual and computerized records.
  • Ability to make arithmetical computations accurately.
  • Ability to understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
  • Ability to supervise, train, and evaluate the work of subordinates.
  • Ability to understand, interpret, and apply general and specific administrative and departmental policies and procedures.
  • Ability to effectively represent the City to outside individuals and agencies.
  • Ability to implement and maintain standard filing systems; use both numeric and alphabetical filing systems.
  • Ability to type at a speed necessary for successful job performance and as deemed appropriate by the department.
  • Ability to operate and use modern office equipment including a computer and various software packages.
  • Ability to make sound and reasonable decisions in accordance with laws, ordinances, regulations, and established procedures.
  • Ability to work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
  • Ability to maintain confidential information when required by legal or ethical standards.
  • Ability to demonstrate an awareness and appreciation of the cultural diversity of the community.
  • Ability to work independently as well as in a team environment.
  • Ability to communicate clearly and concisely, both orally and in writing.
  • Ability to establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience:

  • Requires an associate degree including course work in typing and/or general office practices; two (2) years of related work experience in clerical, secretarial, paralegal, or administrative work; or equivalent combination of education and experience. 

Licenses or Certifications:

  • Requires the following certifications: Institute for Criminal Justice Education (ICJE) Municipal Clerk
  • Possession of or ability to obtain the Georgia Crime Information Center (GCIC)Terminal Agency Coordinator (TAC) certification within one year of date of hire.
  • Possession of a Georgia Commission as a Notary Public.
  • Possession of a valid State of Georgia driver’s license.

PHYSICAL DEMANDS

The work is light work and requires exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force to move objects.  Additionally, the following physical abilities are required:   balancing, climbing, crouching, manual dexterity, handling, hearing, kneeling, lifting, mental acuity, reaching, repetitive motion, speaking, standing, stooping, talking, visual acuity, and walking.

WORK ENVIRONMENT

Work is usually conducted indoors (office or courtroom). Some work may occasionally be done outside under various weather conditions. The noise level in the work environment is usually quiet to moderately noisy. Work is performed on assigned shift.

 

Listing ends on:

9/30/2022