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Clerk II

March 05, 2013 - March 12, 2013
Location:New Braunfels, TX
Salary Range:Pay Group N3-1 $23,732.80/yr
Exempt/Non-Exempt:Non-Exempt
Employment Type:Full Time
Department:Justice of the Peace, PCT#3 (002)
Description:This position requires knowledge of general office procedures and legal documents. The clerk shall process and maintain all criminal records for the Justice of the Peace in a timely and efficient manner. The duties include but are not limited to processing all requests for defensive driving and deferred disposition; accurate process of all incoming mail and related work as required; to determine and collect appropriate fees and fines; and accurate process of legal documents. This individual will have daily contact with the public, local law enforcement agencies and other county departments.

SUPERVISION RECEIVED
Works under the general supervision of the Court Coordinator.

SUPERVISION EXERCISED
None generally.
Duties:ESSENTIAL DUTIES AND RESPONSIBILITIES
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Duties include the following:

1. CRIMINAL FILE MANAGEMENT:
a. Prepare and process all requests for defensive driving or deferred disposition.
b. Become a certified TLETS operator and run criminal history checks for such requests.
c. Process all appropriate orders signed by the Judge and disburse appropriately.
d. Monitor all defensive driving and deferred disposition cases for compliance.
e. Receive documents and appropriate fees from defendants, public, law enforcement officer, or through the mail and process accordingly.
f. Analyze documents and determine proper process (precepts, warrants, subpoenas, writs, etc.) and issue accordingly.
g. Complete appropriate process by verifying the accuracy of data to be entered in computer, court files, etc. in a timely manner.

2. PRE-FILING CRIMINAL MANAGEMENT:

a. File and assign examining trial number on Felony and Class A/B Misdemeanor complaints prior to indictment or information, including warrants for arrest.


3. POST-COURT CRIMINAL FILE MANAGEMENT:

a. Prepare all legal documents (Judgments, Dismissals, etc.) pursuant to judge's findings under the supervision of the Court Coordinator.

4. JUVENILE PROCEEDINGS - FAILURE TO ATTEND SCHOOL (TRUANCY):
a. Assign secured case numbers to new cases and enter verified data into computer.
b. Prepare case file for Court, ensuring that all associated papers received are included in file. Issue summons to parents and child.

5. ABILITY TO DISTINGUISH BETWEEN CIVIL, CRIMINAL, AND JUVENILE DOCUMENTS FOR PROCESSING.

6. PROVIDE SERVICE TO PUBLIC DIRECTLY OR INDIRECTLY BY:

a. Greeting and determining service needs of public, attorneys, etc.
b. Providing information to public in regard to office procedures.
c. Calculating and explaining charges.
d. Receiving payment from public and making change.
e. Keeping records of transactions.
f. Generate copies of legal documents and distribute to appropriate agencies or general public.
g. Assist the public in searching records electronically and manually.

7. FILE DOCUMENTS AND PROCESS MAIL BY:

a. Gathering materials to be filed from departments and employees.
b. Stamping date and time of receipt on incoming mail.
c. Reading incoming material to determine essential information such as content or title for distribution to appropriate clerk or department.
d. Sorting mail according to destination and type.
e. Re-addressing undeliverable mail.
f. Folding letters and inserting them in envelopes.
g. Separating outgoing mail from in-house.
h. Typing and indexing information on file folders.
i. Determining where documents will be filed and placing documents in files.
j. Locating and removing documents from files upon request.
k. Recording documents removed and retrieving those not returned.
l. Assisting other office personnel.

8. ADDITIONAL DUTIES:
a. Receive and place telephone calls.
b. Type from rough drafts; write and type routine letters and memorandums.
c. Perform simple bookkeeping tasks
d. Attend meetings scheduled by the Computer Service Department as directed by the Court Coordinator.
e. Attend yearly continuing education seminars.
f. Assist the Civil Clerk/Bookkeeper as necessary and perform duties in absence of Civil Clerk Bookkeeper.

g. Performance of any other responsibilities in order to maintain the operation of the office without interruption.

Note: The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position and is assigned by the supervisor.
Qualifications:MANDATORY QUALIFICATIONS:

EDUCATION and/or EXPERIENCE
High school diploma or general education degree (GED); with one year related experience in the legal or bookkeeping field.

DESIRED MINIMUM QUALIFICATIONS:

LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization. Ability to speak Spanish preferred.

MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY
Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

PHYSICAL DEMANDS
This is a sedentary position. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
The employee must occasionally lift and/or move up to 25 pounds (forms, files, etc.). Specific vision abilities required by this job include close vision and ability to adjust focus.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

SELECTION GUIDELINES
Formal application, rating of education and experience; oral interview and reference check; job related tests might be required.

This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. The employee further understands, and accepts, that this position falls under the provision of an “At Will” employment, and under no circumstances is this a contract for employment.


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