Municipal Court Clerk

Department: Executive

Rate of Pay: $25.61 - $31.12

Position Type: Full time

See full job description and apply

Purpose of Position

Perform a variety of complex administrative support activities to contribute to efficient municipal court operations requiring a thorough understanding of department and City programs and procedures.  Position is responsible for the daily operations of the municipal court, trial scheduling, court dockets, and makes payment arrangements of municipal court fines and assessments.  Prioritize and monitor workflow and review records.  Handle confidential matters with discretion and excel in customer services.  Act in accordance with direction from the Judge on legal matters. 

Essential Job Functions

• Prepare and maintain appropriate calendars.Schedule pretrial conferences and mail notices to the City Prosecutor and Defense Attorney.Subpoena deputies and witnesses, arrange for prisoner transports, and select and summon jurors for jury trials. Ensure completeness of docket and forward information to appropriate personnel. (25%)
• Complete routine clerical duties requiring thorough knowledge of City and department policies and regulations and functional use of computer software. Respond to court related inquiries received by phone, in person, or by mail in a prompt, professional, and courteous manner while maintaining a positive customer service demeanor. Maintain a high level of customer service both internally and externally through professional and courteous behavior and creative problem solving. (21%)
• Run daily reports to verify payments, completion dates, and any other time sensitive tasks have been met.Monitor sentencing and program compliance including but not limited to alcohol treatment, traffic school, seatbelt class, and community service. Cite non-compliant defendants into court.Perform as a Violation’s Bureau for traffic violations. (20%)
• Receive and enters citations, complaints and served warrants into the computer. Check for required driving records and suspension information. Check history, file appropriately and complete booking reports. File completed citations, complaints, parking citations and warrants. Process incoming and outgoing mail. Comply with records requirements maintaining security and custody of court records per state and federal guidelines. (15%)
• Attend court sessions and provide specialized support for all court appearances, while also acting as the Judge’s assistant. Work with City Prosecutor, Legal Assistant, Defense Attorneys, Law Enforcement Staff, and Judge during court appearances. As needed, arrange for video teleconferencing and interpreter services. Track court proceedings for entry into the Court software, and provide information and forms as requested. Process all after court documentation and distribute to the appropriate agencies while ensuring accurate and timely processing of all cases. (10%)
• Compose and prepare routine correspondence for the Court and Judge. Prepare any orders, schedule telephone arraignments, and process monthly payments. (5%)
• Attend conferences, trainings, and meetings in order to maintain proficiency. Maintain knowledge of current legislation and stay updated on legislative changes. Update and maintain court program assessments, fines, fees, vehicle codes, municipal ordinances, and criminal statutes to ensure the levels are set correctly and maintained annually. Update procedures manual, forms, and standardized letters as needed to ensure they comply with applicable laws and codes. (2%)
• Work collaboratively with the city cashier to ensure payments are applied correctly to cases. Monitor payment plan agreements and refer delinquent accounts to the City’s collection agency. Process check requests for refunds, forfeitures, restitution and enter related data into the Court software. Run month end court finance reports to ensure monies are being applied correctly. (2%)
• Occasionally operate a City vehicle.Must posses a valid Oregon or Washington driver’s license and an acceptable driving record at all times.
• Effectively and clearly communicate to others verbally in-person and in both electronic and physical written form.
• Must maintain consistent and regular job attendance and adhere to working hours.
• Follow all safety rules and procedures established for work areas; maintain safe work habits and contributes to the safety of self, co-workers and the general public.

Auxiliary Job Functions

Provide back-up within the Executive Department as workload or staffing levels dictate.

Working Conditions

Duties are primarily performed in an open office environment.  Position encounters frequent interruptions.

Supervisory Responsibility

Supervision is not a typical function of this position; may provide direction to part time temporary workers. 

Supervision Received

Works under the supervision of the City Recorder; takes direction from the Municipal Court Judge regarding court procedures.

Qualifications

Knowledge:

• Knowledge of basic bookkeeping, accounting concepts, practices and techniques
• Proficiency with Microsoft Word, Excel, Outlook, and Teams; Adobe; and Zoom.
• Laws, rules, regulations, and ordinances affecting City policies and operations
• City government administration, organization, functions, and services
• Customer service principles, practices, and methods
• Techniques for providing a high level of customer service to the public and City staff
• Modern office practices and methods, computer equipment, and software applications

Desired:  Prior experience using Caselle Software.

Abilities:

• Learn City/Departmental policies and procedures, the Troutdale Municipal Code, and applicable laws and regulations
• Maintain confidentiality and exercise discretion in confidential and sensitive matters
• Communicate effectively, both orally and in writing
• Prioritize workload independently
• Demonstrate strong organizational and time management skills
• Demonstrate strong customer service skills and be able to tactfully and courteously work with angry and/or hostile clientele
• Manage a high volume of tasks at one time, including organizing and prioritizing work
• Maintain files and recordkeeping systems; compose reports, correspondence, and other office documents
• Operate office equipment and technology tools including personal computers, laptop computers and printers, copiers and presentation equipment
• Physically perform the essential job functions
• Type 50+ words per minute

Desired:  Bilingual (Spanish or Russian)

Education and Experience:

The applicant should be able to demonstrate any equivalent combination of education and experience that provides them with the knowledge, skills and abilities required to perform the essential job functions. A typical way to obtain the required knowledge and abilities would be to possess a High School diploma or equivalent and one or more years of related work experience. 

PREFERRED:  Prior experience in local government and/or legal or paralegal work. 

Physical Requirements

• Bending or stooping
• Handling, grasping, or pinching
• Hearing or listening
• Lifting/Carrying/Lowering up to 10 pounds frequently, and up to 30 pounds occasionally
• Reaching overhead
• Repeating motion (i.e., typing)
• Seeing
• Sitting
• Standing
• Talking

Mental Demands

• Adapting to changing, intensive deadlines
• Analyzing and solving problems
• Assisting customers or community members
• Comprehending
• Concentrating amid distractions
• Creating procedures or goals
• Decision making
• Evaluating data, people, or things
• Examining and observing details
• Handling multiple, concurrent tasks
• Instructing or teaching
• Interpreting data or information
• Learning and applying new information/skills
• Organizing information
• Performing highly detailed work
• Providing service to dissatisfied or abusive people
• Remembering details and names
• Synthesizing information
• Using math and performing computations
• Writing

License or Certificate

Must be LEDS certified at time of hire or obtain certification within 90 days of appointment.  Ability to possess and maintain CJIS security clearance.

THE ABOVE DESCRIPTION COVERS THE MOST SIGNIFICANT DUTIES PERFORMED BUT DOES NOT INCLUDE ALL DUTIES THAT MAY BE PERFORMED BY AN EMPLOYEE IN THIS CLASSIFICATION.