Municipal Court Juvenile Judicial Assistant Clerk

Juvenile Judicial Assistant / Clerk

JOB TITLE: Municipal Court Juvenile Judicial Assistant Clerk

CLASSIFICATION: Non-Exempt

DEPARTMENT: Municipal Court

SUPERVISOR: Municipal Court Judge

SALARY: $46,387 to $64,940 Annually

GENERAL JOB DESCRIPTION

The court is seeking candidates possessing a combination of strong communication, planning, organizational, scheduling, clerical, and data entry. This position is full-time. The Municipal Court presides over violations of City Ordinances. Work is performed under the general supervision of the assigned Municipal Court Judge.

PRIMARY DUTIES AND RESPONSIBILITIES

• Professionally and courteously communicate with others telephonically, electronically, in writing, and in person.
• Answer and screen telephone calls, read and direct pleadings and correspondence, greet visitors, and assure proper Court procedures and protocols are followed.
• Receive and process all pleadings from litigants.
• Set up, organize, file, copy, and maintain electronic and paper files, documents, and records.
• Schedule Court proceedings, meetings, and appointments.
• Attend Court proceedings with the Municipal Court Judge.
• Take comprehensive and legible notes of all court proceedings; operate automated court recording system, and assure proceedings are recorded with minimal defects.
• Enter and retrieve data through the case management system.
• Staff the front counter. This includes checking in defendants, witnesses, attorneys, etc. for court hearings; taking and processing payments (bonds, bail, fines, restitution); receiving and processing pleadings, to include ensuring the documents make it to the correct judge or JA.
• Receive, sort, and process incoming mail.
• Answer the general phone line and handle callers' needs.
• Receive, process, and file served summons. Set hearings as appropriate. Notify attorney.
• File alphabetically and numerically.
• Perform other duties and responsibilities as assigned.

SECONDARY DUTIES AND RESPONSIBILITIES

• The following relate to only juvenile cases:

• Perform follow-up work after court sessions.

• Produce appropriate orders.

• Ensure such orders are timely signed, filed, and distributed.

• Post information generated during court sessions to case files; prepare and route copies, certified, if necessary.

• Receive money for payments of fines and fees.

• Maintain defendant payment schedule and records.

• Coordinate with Judicial Assistants to ensure all documents, notes, and information are properly included in each file.

• Schedule and track deadlines to move cases forward and meet procedural requirements.

• Review, verify, and enter pertinent data into the case management system.

• Process petitions to revoke, and order to show cause documents.

• Provide abstracts and other court orders to outside agencies as requested or necessary.

• In consultation with the Clerk of Court, prepare files and transcripts for cases defendants appeal to the District Court.

• Assist in preparation of files for storage after closure.

• Schedule court facilities and equipment use.

• Prepare, edit, type, and disseminate correspondence, electronic dictation, forms, and court-issued documents.

• Timely assure complete files for court proceedings are in chambers and ready for each day's scheduled and anticipated proceedings.

• Monitor office and courtroom equipment, supplies, and inventories, including purchasing.

• Ensure the courtroom and surrounding areas are arranged and organized to meet the judge's needs and others in the courtroom.

• Answer phones as necessary.

• Accounting

• Receive and receipt money by cash, check, money order, or E-payment.

• Balances cash drawer(s).

• Post transactions to appropriate accounts.

• Disburse monies according to established procedures.

• Prepare end of day report and balance daily receipts to report.

• Prepare deposits .

• Communication

• Assist in end of month procedures as requested.

• Communicate effectively, verbally and in writing.

• Establish and maintain effective working relationships with co-workers, public and various entities.

• Follow written and oral instructions accurately.

• Calmly resolve disputes with distressed customers both at counter and on the phone.

• Perform other duties and responsibilities as required.

KNOWLEDGE, SKILLS, AND ABILITIES

• This position requires an ability to:
• Plan, prioritize, and carry out assignments and complete projects with minimum supervision.
• Manage the Court's Calendar in conjunction with the calendars of others.
• Professionally and courteously deal with people, including co-workers, clerks in other courts, attorneys, other judges, and the public.
• Must be adaptable and able to perform multiple tasks seamlessly, professionally, and courteously under varying levels of stress.
• This position requires skills in:
• Scheduling, planning, and calendaring complex agendas that will change at moment's notice.
• Assessing, evaluating, prioritizing, and handling multiple tasks, projects, and demands.
• Working within deadlines to timely complete projects and assignments.
• Establishing and maintaining effective work relations with co-workers, attorneys, and others having any interactions with the municipal court.
• Explaining court procedures and processes in a clear, concise, and comprehensive manner.
• Operating usual office and courtroom equipment and technology.
• Preparing clear and comprehensive written and electronic court documents, correspondence, forms, and statistical reports.
• This position involves knowledge of:
• Municipal District Court policies, processes, and procedures.
• Legal requirements for court operations and case processing.
• Principles involving planning, scheduling, and calendaring.
• Applicable State and Municipal rules codes, and regulations.
• State and City of Cheyenne policies and procedures.
• Legal terminology
• Principles and protocols for managing official documents and records.
• Records management.
• Principles of book-keeping and/or accounting, including court budgetary and accounting systems, rules, and standards
• Principles of inventory control.

QUALIFICATIONS FOR THE JOB

Required:

High school diploma or GED.

Preferred:

Two (2) years of clerical experience.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is required to maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading, and writing. The employee is also required to maintain physical condition necessary for operating assigned equipment, walking, standing, kneeling, repeated bending or sitting for prolonged periods of time and lifting to 30 pounds. Maintain mental capacity which allows the capability of making sound decisions demonstrating intellectual capabilities.

Working Environment:

Work closely with others in an office environment utilizing a computer and other office equipment.

The City of Cheyenne offers the following benefits to Full Time Employees.

Health

Dental

Vision

Life

Pension