Judicial Assistant

This position is classified as safety-sensitive under Oklahoma law due to access to confidential court and criminal justice information, including OLETS. Employees are subject to drug and alcohol testing, including random testing. Marijuana is included in the drug screening panel, and possession of a medical marijuana license does not exempt an employee from testing requirements or the consequences of a positive test result.

General Description
Provides clerical, administrative, financial, and customer service support for Municipal Court operations. Performs a variety of complex and responsible court-related duties involving citation processing, docket preparation, scheduling, records management, document preparation, cash handling, and financial transaction processing.
Responsibilities include receiving, recording, tracking, processing, and finalizing citations issued by the City of Yukon. Preparing legal documents for court proceedings; conducting records checks; maintaining accurate court records; and preparing reports. The position is also responsible for verifying, posting, reconciling, and balancing financial transactions associated with fines, fees, and other court-related payments.
Work is performed within established legal requirements, policies, and procedures and requires the exercise of independent judgment and discretion in handling records, financial transactions, and routine court processes. The employee must demonstrate professionalism, accuracy, confidentiality, and effective communication when interacting with the public, court personnel, and other agencies.
The position works closely with the Court Clerk Administrator, Deputy Court, City Prosecutor, and Municipal Judge and reports directly to the Court Clerk Administrator. Work performance is evaluated through regular meetings, review of completed assignments, and adherence to established court procedures.Essential Duties and Responsibilities
• Open and prepare the court office for daily operations, including setting up counter computers, checking the overnight deposit box, and cash receipt systems, verifying deposits, and ensuring the office remains operational during court proceedings.
• Provide professional and courteous customer service to the public, defendants, attorneys, law enforcement, and other agencies by responding to telephone calls, emails, and in-person inquiries, answering questions, and explaining court procedures with tact, diplomacy, and discretion.
• Receive, process, enter, scan, index, file, and maintain citation, parking, adult criminal, and juvenile court records. Establish and update case files, maintain accurate electronic records, record case dispositions, and coordinate the exchange and transfer of records with other courts and authorized agencies.
• Prepare, maintain, and process adult and juvenile court dockets, hearing notices, warrants, bond forfeitures, and other official court documents in accordance with established court procedures and applicable laws.
• Assist with court scheduling and courtroom preparation by verifying driving records, criminal histories, probation requirements, and other relevant case information. Coordinate and assist with courtroom operations as needed while maintaining proper courtroom etiquette.
• Process citations, delinquent accounts, and warrant-related matters, including preparing and sending notifications and correspondence, assisting with warrant processing, and coordinating warrant service with appropriate personnel and agencies.
• Collect and process fines, fees, court costs, bonds, and payments; issue receipts; maintain accurate financial records; balance cash drawers; verify transactions; and prepare departmental deposits in accordance with established court procedures.
• Process driver’s license suspensions, releases and submit required case actions and dispositions to Service Oklahoma in compliance with applicable state laws and reporting requirements.
• Conduct and assist with records checks and information requests from military branches, law enforcement, investigative agencies, insurance companies, the Federal Bureau of Investigation (FBI), and other authorized entities, ensuring information is released in accordance with applicable laws and the Oklahoma Open Records Act while protecting confidential and restricted information.
• Communicate and coordinate court-related matters with the Municipal Judge, City Prosecutor, Court Clerk Administrator, Deputy Court Clerk, Dispatch, law enforcement, other courts, and outside agencies to support efficient court operations.
• Perform general administrative and clerical duties, including processing mail, preparing correspondence, answering telephones, typing, filing, copying, scanning, and maintaining organized and accurate court records.
• Maintain professional conduct, follow established court policies, procedures, and safe work practices, and promote positive, respectful, and responsive relationships with the public and community.
• Perform other related duties as assigned by the Court Clerk Administrator or Deputy Court Clerk.Education, Training, Certificates, Licenses, and Experience Requirements
• High school diploma or GED, plus specialized schooling, and/or on-the-job training in data processing, clerical or administrative work, or a related skill area, and two years of related experience and/or training; or an equivalent combination of education and experience.
• Must possess a valid Oklahoma Driver’s License.
• Knowledge of Windows computer software applications with experience in Word, Outlook and Excel preferred.
• Fulfill the academic requirements of the Oklahoma Law Enforcement Telecommunications System Course. By completing and passing the examination to become a Certified Terminal Operator.

Knowledge, Skills, and Abilities
• Knowledge of municipal court operations, applicable laws, court-related ordinances, policies, procedures, and administrative practices, or the ability to acquire and apply such knowledge to a variety of work situations.
• Ability to accurately operate modern office management practices, procedures, computers, court management systems, specialized software, alphanumeric data entry, and 10-key data entry. The listed 10-key benchmark is 10,000 kpm.
• Ability to accurately type, enter, process, retrieve, and maintain court records, case files, financial records, and other information while maintaining a high level of accuracy and attention to detail.
• Knowledge of basic accounting and bookkeeping principles, including the ability to perform arithmetic calculations quickly and accurately and maintain accurate records of fines, bonds, fees, and time payments.
• Ability to maintain strict confidentiality and exercise discretion when handling sensitive information, court records, and proceedings not designated as public information.
• Ability to communicate effectively, clearly, and professionally, both verbally and in writing, with employees, supervisors, the public, defendants, attorneys, and outside agencies. Must be able to exchange information, explain court procedures, and address difficult or sensitive situations with tact and diplomacy.
• Ability to deal effectively with difficult individuals and challenging circumstances involving criminal charges, court proceedings, and ordinance violations while maintaining professionalism and sound judgment.
• Ability to exercise independent judgment, follow instructions, prioritize responsibilities, work efficiently with minimal supervision, and remain accountable.
• Ability to establish and maintain effective working relationships with fellow employees, supervisors, elected officials, and representatives of outside agencies.
• Ability to understand, comply with, and consistently follow all applicable City and departmental rules, regulations, policies, and established court procedures.
• Ability to work independently and as part of a team while maintaining accuracy, organization, dependability, and professionalism in a fast-paced court environment.Supervision and Accountability
Works within established procedures under general supervision of the Court Clerk Administrator, independently completing routine work and referring questionable matters to the supervisor. Exercises judgment on routine decisions affecting office efficiency, coworkers, and customers. This position has no supervisory responsibilities.
Occasionally, it has responsibility for City funds, property, or equipment valued from $5,000 to $150,000. Provides support for others’ decisions without direct responsibility for annual monetary outcomes. Errors may remain undetected, cause further errors or financial losses, damage the Court’s reputation, or affect citizens’ rights, including driving privileges and incarceration.

Working Environment and Physical/Mental Requirements
• Work is performed primarily in a standard office and courtroom environment with frequent interaction with the public, defendants, attorneys, prisoners, and other agencies. The employee may occasionally encounter stressful situations or irate individuals and must maintain professionalism, composure, and sound judgment.
• The position requires frequent sitting, standing, walking, and communicating verbally or by telephone. Occasional physical activities include bending, stooping, twisting, reaching, using stairs, and handling files and office materials.
• Must possess sufficient manual dexterity to operate a desktop computer, adding machine, copier, telephone, and other standard office equipment, as well as perform filing, scanning, and other clerical tasks.
• May occasionally be required to lift or carry items weighing up to 25 pounds.
• Must possess the mental ability to maintain attention to detail, accuracy, organization, and concentration while performing multiple tasks and meeting deadlines.
and written forms.
• Must be able to work effectively and efficiently under stressful conditions, exercise sound judgment, and interact appropriately with individuals from diverse backgrounds.
• The physical and mental demands described above are representative of those required to perform the essential functions of this position. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the job.
• Requires professionalism, discretion, and the ability to handle sensitive or confidential matters appropriately.