Clerk 3

Responsible for processing and maintaining all legal records for Lucas County Juvenile Court, including the appearance docket, journal and cash book, and for a variety of clerical duties as assigned.

Court Expectations of Employee:

• Adheres to Court Policy and Procedures

• Acts as a role model both within and outside the Court

• Exhibits a professional manner in dealing with others and works to maintain constructive working relationships

• Maintains a positive and respectful approach both verbally and in writing with superiors, colleagues, and individuals inside and outside the Court

• Performs duties as workload necessitates in a timely, accurate and thorough manner and is conscientious about assignments meeting Department productivity standards

• Communicates regularly with supervisor about Department issues

• Demonstrates flexible and efficient time management and ability to prioritize workload

• Consistently reports to work on time,  prepared to perform duties of position meeting Court attendance standards

Essential Job Functions:

• Receiving and processing motions and complaints for filing, examining the same to ensure that the documents comply with standardized formats and court procedures.

• Initiating recording and tracking service of summons, including notification of appropriate parties of same.

• Accepting, recording and processing receipt of monies from the public in regards to payment of court ordered fines and costs, bonds, genetic testing costs and attorney fees.

• Maintain court files, including journalizing of court orders.

• Swear in complaints as required.

• Schedule magistrate’s dockets as required; maintains schedule of appointments.

• Preparation and issuance of body attachments, bonds and warrants.

• Preparation and processing of orders for conveyance and release forms as required.

• Preparation of certified copies of court records as required.

• Answer telephones and greet visitors, providing information and assistance while identifying one’s self in a pleasant and positive manner. Direct calls appropriately and/or take and deliver accurate messages while responsibility for helping the caller.

• Prepares memorandum, correspondence, and other job related documents using prescribed format and conforming to all rules of punctuation, grammar, dictation and style.

• Enters and retrieves information and data via computer.

• Sends and delivers facsimiles.

• Prepares/runs various reports as needed; locates and distributes information, reports, etc.

• Maintains files and filing systems.

• Performs various clerical duties including typing, filing, copying, etc.

• Answer telephones and greet visitors, providing information and assistance while identifying yourself in a pleasant and positive manner.  Direct calls appropriately and/or take and deliver accurate messages while taking responsibility for helping the caller. (Deputy Clerk III assigned to CASA)

• Prepares memorandum, correspondence, reports and other job-related documents using prescribed formats and conforming to all rules of punctuation, grammar, diction and style. (Deputy Clerk III assigned to CASA)

• Enters and retrieves relevant information and data via computer. (Deputy Clerk III assigned to CASA)

• Sends and delivers facsimiles and electronic mail as necessary. (Deputy Clerk III assigned to CASA)

• Prepares/runs various reports and spreadsheets as needed; locates and distributes information, reports, etc. (Deputy Clerk III assigned to CASA)

• Maintains schedule of appointments. (Deputy Clerk III assigned to CASA)

• Performs various clerical duties including, but not limited to, typing, filing, copying, etc. (Deputy Clerk III assigned to CASA)

• Assists with CASA/GAL pre service and in service training. (Deputy Clerk III assigned to CASA)

Other Job Duties and Responsibilities:

• Attends mandatory staff meetings and training as required.

• Maintain a high level of confidentiality due to job content.

• May be required to maintain a schedule of volunteer hearings and training calendars. (Deputy Clerk III assigned to CASA)

• Provides assistance/back up coverage to other personnel as needed/requested.

• Accuracy and attention to detail are a must.

• Skill in computer

• Accuracy and attention to detail are a must.

• All other duties as assigned.

Language Skills:

• Requires the ability to utilize a wide variety of advisory data and information such as financial statements, technical operating manuals, statutes, procedures, guidelines and routine and non-routine correspondence.

• Ability to write routine and non-routine reports and business correspondence.

• Must write legibly.

Mathematical Skills:

• Requires the ability to perform basic arithmetic, including the ability to calculate percentages and decimals.

• May require the ability to perform mathematical operations with fractions and compute discounts.

• Demonstrated cash handling experience.

Reasoning Ability:         

• Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of information against measurable or verifiable criteria.

• Requires the ability to apply and carryout instructions furnished in written or oral form.

• Requires the ability to independently problem solve.

Physical Demands:        

• Tasks involve the ability to exert light physical effort, to include the ability to walk (to include up and down multiple flights of stairs), stoop, bend, kneel, use hands, move objects, reach, and push and pull on a regular basis.

• Tasks may require the employee to occasionally lift, carry, push and/or pull objects weighing from five to ten pounds.

• Frequently requires using hands and fingers to operate computer keyboards and office equipment.

• Must be able to hear and also talk in a clear and concise manner.

• Tasks may involve extended periods of time at a keyboard or workstation.

Work Environment:       

Tasks are regularly performed in safe and comfortable surroundings without exposure to adverse environmental conditions

Minimum Position Requirements:

Education/Training:                         High School Diploma or General Education Degree (GED).  Associate’s Degree in Business Administration or a closely related field is preferred.

Experience/Knowledge/Background:  At least eighteen (18) months relevant work experience is required; two (2) plus years preferred; or any combination of education and experience that provides equivalent knowledge, skills and abilities. Prior experience in juvenile justice system is preferred. 

Skills:                                                At least eighteen (18) months demonstrated experience with computers to include a working knowledge of Microsoft Office Suite and J.I.S.  Must be competent in using online video conferencing for client communication and training. Must be able to read and interpret Court documents, procedure & policy manuals and routine and non-routine correspondence.  Outstanding written and verbal communication skills are essential. Must have the ability to work well with a diverse group of people, and must be able to use awareness of cultural values and biases to work effectively with people of diverse cultural background.

Appearance/Personality:                 Customer service, courtesy, professional business demeanor and presentation are critical. Due to the personally sensitive nature of information in this office, confidentiality is essential. Must have the ability to work well with a diverse group of people.

Special Requirements:                     Must be a minimum of eighteen (18) years of age; have a valid driver’s license; and submit to a pre-employment screening, a criminal record check and in-depth reference check.  Must posses a working knowledge of terminal digit filing systems. Must be able to multitask and work independently with minimal supervision.