Court Clerk I - Circuit

This position is responsible for providing clerical and administrative assistance to the Circuit Court to ensure efficient operation and to establish and maintain accurate records of all civil, criminal, general sessions and juvenile cases in the County.  

Department: Circuit Court 

Pay Grade: 75, Non-Exempt

Starting hourly rate: $23.29

Minimum Experience: 

• One (1) year of experience in general accounting, bookkeeping or related field.

Minimum Education: 

• High School diploma or equivalent. Associate degree from an accredited college in accounting or bookkeeping preferred.

Certifications, Licenses: 

• Must have dependable transportation. 
• A pre-employment criminal background check is required. 

This position is responsible for providing clerical and administrative assistance to the Circuit Court to ensure efficient operation and to establish and maintain accurate records of all civil, criminal, general sessions and juvenile cases in the County.  

GENERAL POSITION DUTIES AND RESPONSIBILITIES:

The following duties are normal for this position. However, they are not to be construed as exclusive or all–inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may also be required or assigned.

• Responds to questions, complaints and requests for information by telephone, in person or by mail from citizens, attorneys, employees and department heads. 
• Obtains, sorts and processes incoming mail; prepares and deposits outgoing mail. 
• Enters, scans, updates, stores and retrieves data to prepare and produce reports, dockets, letters and other documents, and disseminates information to others from databases/systems. 
• Maintains electronic, paper filing, and record systems to provide easy access to records and information; provides retention of records as required by Department and County policies. 
• Composes general and confidential correspondence and reports; proofreads and edits documents. 
• Prepares new case files by receiving and file stamping legal documents and assigning a case number (Completed in a 24-hour timeframe).   
• Scans all leading process, orders, dispositions/judgments into the case management system for digital record keeping. 
• Prepares, issues and processes various legal documents. 
• Processes orders of attachment of person, get judge to sign and set bond, forward to serving agency. 
• Processes served attachments of persons, set court date and notify jail. 
• Generates and disperses daily court dockets to involved/interested parties and all other requesting agencies. 
• Prepares court dockets, pulls files, verifies all paperwork is attached in files, attends court (both jury and non-jury), manages digital recording, enters the minutes on the docket, assists the Judge, enters all information into the case management system after court session is complete. 
• Assists with order filing and initiation, communicates information to necessary agencies. 
• Authority to set bail for defendants when necessary. 
• Processes served warrants and sets a court date.  
• Files orders and certifies copies for attorneys or pro se parties as needed. 
• Issue capias for failure to appear and distribute judgments to multiple agencies. 
• Sends letters and issues executions/garnishments for collection of criminal costs. 
• Bills the State for all allowable costs. 
• Prepares and sends TDOC packets for inmates transferred from local jail. 
• Performs background checks for TBI and FBI. 
• Processes Notice of Appeal, follows designated timelines, prepares the record for transmission, and forwards the record to the Court of Appeals for review. 
• Processes child support and attachments; keeps a daily financial log for child support; issues capias/attachment for not appearing in child support court; prepares mittimus for immediate incarceration when found in contempt of child support order. 
• Seals specific case records and information as ordered by the court or required by law. 
• Receives and verifies expungement orders for OPs and divorces, gets Judges signature, forwards order and files to Circuit Criminal Division for completion of process. 
• Organizes and maintains files of court documents. 
• Calculates and collects court fees, fines, and court settlements and issues payment receipts for cash and credit card payments made in person or via telephone. 
• Send letters and issue executions/garnishments for collection of criminal costs. 
• Enrolls juveniles in classes ordered by court and receipt fees associated.  
• Issues school excuses for juveniles and work excuses for parents/guardians. 
• Processes paperwork for transfers of juveniles to adult status and forwards to necessary agencies including the jail for incarceration and District Attorney’s Office for presentation to the Grand Jury. 
• Assists youth service office with monthly reporting to verify case data/child information. 
• Balances receipts and cash drawer daily according to accounting standards. 
• Assists with quarterly reports to verify case information for the Administrative Office of the Courts (TJIS). 
• 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 finalizes the 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 other divisions on general procedures to be able to answer questions, take filings and process payments made in person or via telephone. 
• Adheres to all local, State laws and court rules. 
• Other duties as assigned. 

FISCAL RESPONSIBILITIES 

This position is responsible for balancing receipts, calculating and collecting court fees, fines and settlements; issuing payment receipts. 

COUNTY ORGANIZATION DUTIES AND RESPONSIBILITIES: 

• Represents the Department to other County departments, elected officials, outside agencies, customers, County residents and visitors. 
• Provides quality customer service to individuals needing directions or assistance. 
• Court Clerk I is to have full power to transact all business of the Clerk (in the Clerk’s absence) after taking an oath to support the constitution and laws of this State. 

SUPERVISORY RELATIONSHIPS: 

Works under the supervision of the Circuit Court Clerk. Employee may need to occasionally choose from defined alternatives to resolve problems but consults with the supervisor on matters not covered by guidelines. This position has no supervisory responsibilities.  

JOB QUALIFICATIONS – KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of: 

• Use of legal terminology, legal format, and processes.  

• Standard and legal office practices, procedures, and clerical techniques. 

• Tennessee Statutes and ongoing statutory changes, procedural changes, and form changes. 

• Governmental accounting and auditing methods, procedures, and financial practices. 

• Pertinent Federal, State, and local laws, codes, and regulations. 

• Current office practices and procedures. 

• Computer software consistent for this position. 

Skill in: 

• Preparation of Court documents in a timely and accurate manner.  

• Analyzing complex administrative information and issues, defining problems and evaluating alternatives, and recommending methods, procedures, and techniques for resolution of issues. 

• Organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority. 

• Managing multiple projects and prioritizing multiple tasks and demands.  

• Applying judgment and discretion in resolving problems and interpreting policies and regulations. 

Ability to: 

• Perform detailed work accurately and independently in compliance with stringent time limits requiring minimal direction and supervision. 

• Establish and maintain accurate records of assigned activities and operations. 

• Interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.  

• Perform mathematical calculations required of this position. 

• Communicate clearly and concisely, both orally and in writing. 

• Analyze facts and to exercise sound judgment in arriving at conclusions. 

• Establish and maintain effective working relationships with those contacted in the course of work.  

• Maintain confidentiality and discretion regarding business-related files, reports, and conversations, within State and Federal statutes. 

• Work the allocated hours of the position. 

WORK ENVIRONMENT: 

Work is performed in a typical indoor office setting; and is mostly sedentary with periods of mobility and light physical activity. The noise level in the work environment is usually moderate. Level of responsibility subjects the incumbent to moderate stress due to interruptions.  

PHYSICAL AND MENTAL REQUIREMENTS/ACTIVITIES: 

• This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching, or crawling and reaching with hands and arms. 

• Specific vision abilities required by this job include close, distance and peripheral vision; depth perception; and the ability to adjust focus. Will spend a large amount of time viewing a computer screen. 

• Vocal communication and normal hearing are required for expressing or exchanging ideas by means of the spoken word. 

• Acceptable verbal and conversation skills to effectively communicate with others via the phone, at meetings and to greet and assist visitors. 

• Work requires preparing and analyzing written or computer data and observing general surroundings and activities. 

• Work is primarily in an office setting. 

• Use and normal maintenance of office machines, (copier, computer, printer, etc.). 

• Frequent use of phone handset and repetitive use of hand & fingers to operate office equipment, use computer keyboard & computer mouse and to perform other office tasks. 

• Ability to recognize occupational hazards in work activities and take safety precautions.  

• Maintain mental capacity which allows the capability of making sound decisions and demonstrating intellectual capabilities. 

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 also 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).