SSS IV - Clerk of Courts

The SSS IV provides intermediate administrative support and clerical duties within their respective department. This person must have strong organization, computer and typing skills.

Following is a composite of essential duties, tasks and accountabilities; however, there are additional duties specific to each department.
Essential duties, tasks and accountabilities will vary by department and may include the following:

• Receptionist/customer service duties (answer phones, make outgoing calls, direct calls, greet visitors).
• Typing and data entry (prepare and distribute lists, transcription, maintain statistical data, proofreading).
• Clerical duties (fax, copy, print, etc.).
• Maintain databases, logs and spreadsheets.
• Sort and distribute incoming mail.
• Maintain and order supplies.
• Filing and indexing (locate and pull files, re-file, update and maintain records).
• Perform special projects as assigned (e.g., research, training, run errands, etc.).
• Perform other duties, tasks and office functions, as required (e.g., attend meetings, facilitate meetings, etc.).

Additional Essential Duties, Tasks and Accountabilities:

• Handling customer-based transactions.
• Engaging with the public on a daily basis.
• Attention to detail, awareness of spelling and grammar.
• Daily use of the CPCMS database; Knowledge of the CPCMS database.
• Sending paperwork to the prison for processing.
• Entering bench warrants into the database.
• Updating case information via email/interdepartmental requests
• Ability to adapt to change and accept feedback.
• Must have good verbal and listening skills; ability to handle difficult clients
• Dealing with attorneys, judges, officers of the court and the public with professionalism and respect is a must.

Support Staff IV Daily Duties:

• Scanning and filing Court paperwork
• Cross-checking Conflict orders with MDJ status
• Entries of Appearances , Judgements, and Background checks
• ARD Statuses (email & from court)
• Everbridge Notifications
• Case/ Address Updates
• Arraignment Paperwork
• Loose Docketing
• Post Conviction Relief Act petitions and docket entries.
• Importing files to Trackman
• Case Creation
• Cash Receipt Files and accepting payment of posted bail
• Appointments
• Answering phone calls and conducting window transactions
• Processing Summary Appeal and Pre-Trial filings

• High School Diploma or General Education Degree (GED).
• Minimum of one year of general office experience.
• Excellent verbal and written communication skills.
• Strong typing skills (minimum of 50 wpm).
• Ability to use office machines (fax, copier, calculator, etc.).
• Strong interpersonal skills.
• Ability to use common sense understanding to carry out written or verbal instructions.
• Accurate and detail oriented with strong grammar and spelling skills.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to work as part of a team.
• Ability to follow office protocol.
• Flexible, with an ability to multi-task and carry tasks to completion.
• Ability to interface effectively with all levels of county management.

Preferred Skills, Knowledge & Experience:

• Associates degree from an accredited college or university with courses in Office Administration, or equivalent combination of education and experience.
• Excellent ability to establish priorities, work independently, and proceed with objectives without supervision.
• Customer service experience.
• Strong ability to handle and resolve recurring problems.
• Strong knowledge of county policies and procedures.
• Ability to use common sense understanding to carry out written or verbal instructions.

Additional Qualification/Requirements:

• Trauma-informed thinking and/or ability to learn skill.
• Dressing and speaking professionally. (Business-like attire is a must)
• Ability to work in the office daily; this position will not offer remote work

Relevant background checks, clearances, physicals, drug tests, and any other assessments or evaluations will be conducted after an offer of employment is given per County policy. Computer Skills: To perform this job successfully, an individual should have:

• Intermediate Office Suite Skills, (Word, Excel, PowerPoint, and Explorer)
• Intermediate OutLook skills (Email and Calendar)
• PeopleSoft skills (Financial and HR) or the ability to learn PeopleSoft

Physical Demands: Physical demands will vary by department and may include the following: While performing the duties of this position, the employee is frequently required to stand, walk, sit, bend at the waist, and talk or hear. Occasionally, the employee will need to reach or work with arms above shoulder height; kneel, stoop, crouch or squat; crawl; climb stairs; climb or work on a ladder; twist or rotate at the waist while working; push, lift or carry items; work with office machinery, and work with an uncommon level of noise. The specific vision requirements listed for this position are:

• Close vision (clear vision at 20 inches or less)
• Color vision (ability to identify and distinguish colors
• Depth perception (ability to judge distances and spatial relationships)
• Ability to adjust focus

Work Environment:

• The noise level in the work environment will vary by department from quiet to loud.
• Most departments will work inside 100% of the time (some departments may require working outside).
• Some departments may be required to work under crowded conditions with an aggressive population.
• Some work locations may have strong odors.

Other:

• This is a highly visible position requiring strong professionalism and confidentiality.
• Must be able to remain courteous and maintain composure under stressful situations.
• Ability to deal with all types of personalities.
• May need to deal with cash and checks.
• Ability to work extended hours, as required.