Deputy Chief Court Clerk

GENERAL STATEMENT OF JOB

This position is the first of two levels in the Chief Court Clerk series. The Deputy Chief Court Clerk assists the Chief Court Clerk in overseeing the daily administrative operations of the Municipal Court. This position is responsible for ensuring the efficient operation of the court's clerical and administrative functions, including case processing, docket management, public records maintenance, and coordination with court personnel and the public. The Deputy Chief Court Clerk serves as a leadership figure in the absence of the Chief Court Clerk and provides supervisory oversight to court clerks and other support staff.

***PLEASE NOTE: THIS POSITION IS ONLY OPEN TO CURRENT CITY OF CLARKSVILLE CITY COURT EMPLOYEES WHO HAVE BEEN IN THEIR CURRENT POSITION FOR AT LEAST SIX (6) MONTHS. NO OTHER APPLICATIONS WILL BE CONSIDERED.***

SPECIFIC DUTIES AND RESPONSIBILITIES

Essential Functions:

• Acts as the Chief Court Clerk in their absence. Assists the Chief Court Clerk in managing the court's administrative functions, including processing case files, maintaining dockets, and managing court records. Oversees and coordinates the work of court clerks and administrative staff to ensure efficient case processing and adherence to court procedures. Assists the Chief Court Clerk with training staff and completing performance evaluations.

• Manages and tracks case files from initial filing through to disposition. Ensures all legal documents are accurately filed and processed in a timely manner.

• Coordinates and manages the court docket, ensuring that court events are scheduled efficiently and appropriately. Ensures the proper documentation, filing, and maintenance of all records related to court hearings, including subpoenas, orders, judgements, and other court-related documentation. Serves as primary point of contact for the public, attorneys, and other stakeholders and answers inquiries regarding court schedules, case status, fines, fees, and other related matters.

• Supports the implementation and use of court management software systems for case tracking, record keeping, and other administrative tasks. Maintains and updates case records, financial records, and reports for internal use and submission to external agencies. Ensures all records are accurate, complete, and comply with local, state, and federal regulations.

• Assists the Chief Court Clerk in managing the budget for the court office and ensuring that resources are allocated appropriately.

• Ensures compliance with all applicable laws, rules, and regulations related to court operations, including confidentiality and record retention policies.

• Performs other work as required.

MINIMUM EDUCATION AND TRAINING

Education and Experience

• Batchelor's degree in Business Administration, Public Administration, Criminal Justice, or a related field.

• Two (2) years of experience in a court or legal environment, with at least one (1) year in a supervisory or lead clerical role.

• An equivalent combination of education and experience sufficient to perform the job's essential duties.

License and Certifications

• Certification as a Court Clerk preferred.

MINIMUM QUALIFICATIONS AND STANDARDS REQUIRED

Knowledge, Skills, and Abilities:

Knowledge of:

• Supervisory principles.

• Municipal court procedures, principles, systems, and processes.

• Legal terminology, research, and court documentation.

• Local, state, and federal court rules and regulations.

• Modern office procedures.

• Recordkeeping principles and procedures.

• Customer service principles.

• Basic accounting principles.

• Computers and related software applications.

Skill in:

• Monitoring and evaluating employees.

• Prioritizing and assigning work.

• Maintaining records.

• Maintaining confidentiality and handling sensitive information.

• Managing multiple tasks and prioritizing responsibilities effectively.

• Processing and collecting legal fees.

• Conducting basic legal research.

• Providing customer service.

• Using a computer and related software applications.

• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the public, etc. sufficient to exchange or convey information and to give and receive work direction.

Physical Requirements:

The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Additionally, the following physical abilities are required:

• Feeling: Perceiving attributes of objects, such as size, shape, temperature, or texture by touching with skin, particularly that of fingertips.

• Fingering: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.

• Grasping: Applying pressure to an object with the fingers and palm.

• Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discrimination sound.

• Mental Acuity: Making rational decisions through sound logic and deductive processes.\

• Reaching: Extending hand(s) and arm(s) in any direction.

• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.

• Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.

• Standing: Particularly for sustained periods of time.

• Talking: Expressing or exchanging ideas by means of the spoken word including those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.

• Visual ability 1: sufficient to perform an activity like preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.

• Walking: Moving about on foot to accomplish tasks, particularly for long distances or move from one work site to another.