Court Clerk I

Montgomery County Government
Position Description

Job Title: Deputy Clerk – Circuit Criminal
Department: Circuit Court
Pay Grade: 75
FLSA Status: Non-exempt
Prepared By: Human Resources

*Montgomery County Government adopted the State of Tennessee’s Hybrid Retirement
Plan to be effective January 1, 2017. Any new full-time employee hired on or after
January 1, 2017 will be required to enroll. As a member of the Hybrid Plan, you are required to contribute at least 5% of your salary to the defined benefit portion of the
Hybrid Plan. Contributions are made on a tax deferred basis.

SUMMARY

This position is responsible for providing clerical and administrative assistance to the
Circuit Court to ensure efficient operation of court and to establish and maintain accurate records of all criminal cases in the county.

EXPECTATIONS OF EMPLOYEE

• Adheres to County Government Policy and Procedures
• Acts as a role model within and outside the work environment
• Performs duties as workload necessitates
• Maintains a positive and respectful attitude
• Communicates regularly with supervisor about department issues
• Demonstrates flexible and efficient time management and ability to prioritize workload
• Demonstrates awareness and understanding of the various internal and external cultures that utilize department services
• Consistently reports to work on time prepared to perform duties of position
• Meets County Government productivity and quality standards
• Maintains appropriate customer relations

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. This position requires a
High School diploma (or its equivalent) and must hold a valid Tennessee driver’s license. A successful candidate must pass a pre-employment drug screen and criminal background check. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned as needed.

• Assist customers by providing guidance in filling out paperwork, giving directions and explaining procedures
• Answer the telephone, provide information, take and relay messages and/or direct calls to appropriate personnel
• Prepare new case files by processing new indictments that come through the grand jury and assigning a case number. Issuing capias as needed and seal the presentments until served. New case types include felony and misdemeanor charges
• Scan all leading process and orders into the case management system for digital record keeping
• Prepare, issue and process various documents, including, but not limited to, capias (arrest warrant), mittimus (for immediate incarceration), scire facias, subpoenas, violation of probation warrants, notices to terminate, search warrants, wire-tap orders, transport orders, any other court orders, petitions, motions, judgments, notices of appeal, bills of cost, court certifications and any other legal documents needed
• Authority to set bail for defendants when necessary
• Process served warrants and set a court date
• Generate and disperse daily court dockets to local bar and all other requesting agencies
• Prepare court dockets, pull files, verify all paperwork is attached in files, attend court (both jury and nonjury), manage digital recording, enter the minutes on the docket, assist the Judge, enter all information in to the case management system after court session is complete
• Issue capias for failure to appear and distribute judgments to multiple agencies
• Enter case dispositions/judgments in to the case management system, file orders, and certify copies for attorneys or pro se parties as needed
• Send letters and issue executions/garnishments for collection of criminal costs
• Bill the State for all allowable costs
• Prepare and send TDOC packets for inmates transferred from local jail
• Perform background checks for TBI and FBI
• Process notice of appeal, follow designated timelines, prepare the record for transmission, forward the record to the Court of Appeals for review
• Seal specific case records and information as ordered by the court or required by law
• Expunge case files in accordance with state laws for all Circuit and General Sessions courts; notify all required agencies
• Organize and maintain files of court documents
• Calculate and collect court fees, fines, and court settlements, set up payment plans, and process credit card payments made via telephone
• Obtain, sort and process incoming mail, prepare and deposit outgoing mail
• Enter, store and retrieve data to prepare and produce reports, dockets, letters and other documents, and disseminate information to others
• Assist with quarterly reports to verify case information for the Administrative Office of the Courts (TBI and TJIS)
• Respond to questions, complaints and requests for information by telephone, in person or by mail from citizens, employees and department heads
• Research records and provide history printouts to the court, retrieve court cases from archives when needed
• Assist departmental supervisors and employees, subordinates, County and City employees, judges, magistrates, attorneys, secretaries, Court Clerks, law enforcement officers, probation officers, bonding companies and the general public with their requests for information, court documents, complaints, etc.
• Jury Clerk Is responsible to qualify, summons, process (check in, scan info sheet, release, reschedule), and finalize panel for payment but all clerks in this division assist with phone calls and deferments as needed
• Train new employees as needed
• Cross-trained in General Sessions Criminal Court general procedures to be able to answer questions and process payments made via telephone
• Adhere to all local, state laws and court rules
• Deputy Clerks have full power to transact all business of the Clerk (in the Clerks absence) after taking an oath to support the constitution and laws of this state

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

SPECIAL KNOWLEDGE and SKILLS

This position requires effective oral and written communication skills, excellent interpersonal skills and intermediate computer literacy. Ability to work independently, have attention to detail and an eye for accuracy. Basic knowledge of office equipment, which includes a phone, fax machine and copier/scanner. Proficiency in Microsoft
Office including Excel, Word and Outlook. Must be honest, able to follow written and oral instructions, work with numbers and be able to type 40 words per minute.

LANGUAGE SKILLS

Incumbent must possess the ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
Incumbent must possess the ability to write reports and business correspondence; effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

REASONING ABILITY

Incumbent must possess the ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Incumbent must possess the ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

PHYSICAL DEMANDS

While performing the duties of this job, the incumbent is regularly required to sit and talk or hear. The incumbent frequently is required to use hands to finger, handle, or feel; reach with hands and arms. The incumbent is occasionally required to stand, walk, stoop, kneel, crouch, crawl and climb or balance. The incumbent must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

WORK ENVIRONMENT

While performing the duties of this job, the incumbent could be occasionally exposed to outside weather conditions. The noise level in the work environment is usually moderate.

The intent of this position description is to provide a representative summary of duties and responsibilities that will be required of positions given this title and is not a declaration of the specific duties and responsibilities of any particular position. Employees may be assigned job- related tasks other than those specifically presented in this description.

Montgomery County is an Equal Opportunity Employer and complies with the requirements of the Civil Rights Act of 1966 (Section 1981) and 1964 (Title VI, VII,) Americans with Disabilities Act (ADA), Rehabilitation Act of 1973, Age Discrimination in Employment Act (ADEA), Equal Pay Act (EPA) and the Uniformed Services Employment and Re-employment Rights Act (USERRA).

Job Type: Full-time

Pay: From $21.32 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person