Court Clerk

General Description

The City of Albany Finance department is hiring for a Court Clerk. This position is responsible for performing a wide variety of specialized clerical and administrative work in support of Municipal Court functions. Processes records, citations, complaints, warrants, booking reports, and other court documents; accepts and accounts for fees and fines; performs skilled word processing data entry and typing; provides one-on-one customer support at the counter, over the phone, and throughout the Municipal Court proceedings; and performs related work as required.
The general working hours are 8:00 a.m. to 5:00 p.m. Monday through Friday.
Salary Information:
Effective July 1, 2024, this position will receive a cost-of-living adjustment (salary increase) of two percent (2.0%).
Benefits include:

• Excellent medical, vision and dental (Download PDF reader) benefit package for the employee and qualified family members with low monthly out-of-pocket cost (Download PDF reader). Currently, the employee-paid premium is approx. $48/mo. for employee-only coverage up to a max of $137/mo. for family coverage.
• City-paid contribution to a VEBA Trust account for out-of-pocket healthcare expenses. Currently, the annual contribution is $1,000 for employee-only and $2,000 for employee plus dependent(s).
• Paid time off –

• 10 paid holidays plus an additional 24 hours of "floating holiday" pay per year
• 8 hours of sick leave per month
• 8 hours of vacation leave per month, with progressive increases

• Excellent retirement benefits -
  • City-paid participation in the Oregon Public Employee Retirement System (OPSRP and IAP)
  • City-paid contribution into pre-tax deferred compensation plan
• In addition, other benefits such as education reimbursement, employee assistance program, basic life insurance, short-term disability, long-term disability, and flexible spending accounts for healthcare and child care expenses.

Essential Functions/Duties & Responsibilities

The duties listed are intended only as illustrative examples of the various types of work that may be performed by individuals in this classification. Any of the following duties may be performed. These examples are not necessarily performed by all incumbents and do not include all specific essential functions and responsibilities the incumbent may be expected to perform.

• Performs a wide variety of administrative and technical duties to support the City's Municipal Court operations, including interacting with and providing information to defendants, attorneys, judges, law enforcement officials, and the public, receiving and receipting payments for fines, fees, and bails.
• Serves as courtroom clerk during trials, arraignments, and hearings, including preparing files for court sessions, setting up and clearing courtroom, acting as judge's assistant in the courtroom, ensuring that all paperwork is in place for court proceedings; and recording disposition on each case.
• Prepares and proofs forms, letters, court documents, orders, statistical reports, and other documentation.
• Acts as Court Bailiff as necessary, checking defendants into court.
• Processes citations and dispositions of cases, including performing data entry of citations into the court software program, reviewing citations for accuracy of content and proper filing procedures, filing citations with regards to the correct court date and time; preparing abstracts for the appropriate regulatory agencies after dispositions are completed, and ensuring completeness of information and closing of cases/files.
• Provides information to defendants, explaining their options regarding the various types of pleas and trials; reschedules court appearances per court policy; determines fines based on the judge's order regarding reduction schedules once a plea is entered.
• Interprets court orders and receives payment of court fines, bail, penalty assessments and fees; records and receipts payments according to established Court procedures; processes accounts receivable/payable; monitors overdue accounts by running appropriate reports; applies additional fees where applicable; prepares suspension paperwork for the DMV if applicable; and supports collections.
• Prepares correspondence to defendants, City departments, and other agencies.
• Monitors sentencing and program compliance including alcohol treatment, traffic school, seatbelt class, work crew, and compensatory service. Cites noncompliant defendants into court.
• Receives, prioritizes, processes, and distributes incoming mail.
• Responds to front counter, telephone, and written inquiries while complying with public record laws and confidentiality; Complies with records requirements, maintaining security and custody of court records.
• Processes Failure to Pay, Failure to Comply, and Failure to Appear notices including issuing warrants, affidavits, license suspensions, and collection letters.
• Prepares juror mailings, processes response forms and provides orientation information to jurors.
• Represents the City of Albany by responding to the public, citizens, its employees, and others in a prompt, professional, and courteous manner while continuously maintaining a positive customer service demeanor. Regards everyone, internal and external, as a customer and delivers the best service possible in a respectful and patient manner.
• Works to create a high-performance work culture by demonstrating a positive attitude and modeling the City’s mission, vision, and values. Conducts self with high integrity, proactive in conserving City resources, and seeks and incorporates customer feedback for ongoing performance improvement. Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality customer service.
• Serves as a member of various City committees as assigned.
• Assists other staff in the performance of their duties as assigned; and may provide training and orientation to new assigned personnel.
• Maintains regular job attendance and adherence to working hours.
• Adheres to appropriate attire, grooming, and hygiene standards established for the position.
• Performs other related duties as required/assigned.

Supervision/Lead Work Exercised

Works under the general guidance and direction of the Court Supervisor with leadership and work assignments provided by the Senior Court Clerk.
This is a non-supervisory position. Lead work/coordination of the work of others is not a typical function assigned to this position. Incumbents in this position will provide training and orientation to newly assigned personnel.

Qualifications & Requirements

Education and Experience:
A high school diploma or its equivalent
AND
two years of experience in clerical, paralegal, or administrative work;
OR
an equivalent combination of education, training and experience that provides the required knowledge, skills, and abilities.
Special Requirements:

• Ability to possess and maintain Criminal Justice Information Systems security clearance.
• Ability to meet Law Enforcement Data System certification requirements and successfully obtain this certification within six months of job placement.
• Ability to obtain within six months of job placement or possess and maintain certification as Oregon Notary of Public.
• The individual shall not pose a direct threat to the health or safety of themselves or others.