Pre-Trial Services-Deputy Court Clerk

Summary of Job Purpose:Under general supervision, a Pre-Trial Clerk is responsible for performing a wide variety of duties in support of the Court, to include, but not limited to typing; filing; data entry; answering telephones; interacting with the public and other agencies; coordinating with and supporting other staff members; handling money; operating and maintaining equipment; and initiating, investigative, complex clerical work, monitoring and closing all types of court cases; as well as clerking for and recording the proceedings of the Court.  This position works 40-hour weeks, including weekends and holidays.Education and Experience:

• High School Diploma or General Equivalency Degree (GED)
• Any combination of experience and education that would likely produce the required knowledge and abilities.

Licenses andCertifications:

• Must possess a valid Nevada Driver’s license

Background Investigations: 
Due to the nature of this position, a background investigation shall be conducted to establish suitability for employment.  When a background investigation is conducted, qualification for employment is contingent on satisfactory results of the investigation, as determined by the Court Administrator.  Prior criminal convictions, other than minor traffic violations for which only a fine/forfeiture was paid, may disqualify a candidate.

• Included, but not limited to the following:
  • Effectively conducting interviews with defendants.
  • Collecting, compiling, and analyzing information collected from defendants and other computer systems.
  • Tracking arrests by law enforcement, notifying applicable agencies, and sending authorization for the release of defendants when ordered.
  • Interact with and provide information to Judges, court personnel, litigants, attorneys, law enforcement agencies, and other interested parties.
  • Assigning and monitoring defendants’ release conditions after a court order.
  • Assessing levels of supervision required for defendants by completing the Nevada Pre-Trial Risk Assessment form, conducting a criminal history audit, and/or other investigative means.
  • Receives and processes a variety of legal documents, reviewing them for completeness, timeliness, and compliance with the law and rules of the Court.
  • Schedules defendant check-ins and court hearings with litigants, attorneys, and other interested parties.
  • Collect and enter transactions into the case management system for filing fees and the court-assessed fees and/or fines following minimum accounting standards established by the Nevada Supreme Court.
  • Clerk for all types of court hearings.  Attend court, produce minutes of all hearings, and enter a Record of Court Proceedings in each court file.  Maintain and secure exhibits received, marked, and ordered into evidence during hearings and jury trials.
  • Research and locate historical documents.
  • Acts as a receptionist by answering telephones and greeting the public at the Court counter and documenting all such conversations when case related.
  • Receives, records, and issues receipts for monies received by the Court, accurately recording payment information on applicable cases.
  • Collects, sorts, and distributes mail sent to the Court, and prepares and sends mail from the Court to other agencies and individuals.
  • Monitors consumable supplies used by the Court and reorders supplies as needed.
  • Explains and provides clarification regarding operational procedures and policies of the Court to plaintiffs, defendants, witnesses, attorneys, staff of other agencies, and members of the public, while refraining from providing legal advice of any kind.
  • Performs notarial acts both as a Notary Public and as a Clerk, including taking acknowledgments, administering oaths and affirmations, certifying copies, and executing jurats.
  • Research and answer questions regarding case activity and process record requests for active, inactive, and closed cases.
  • Initiates citations, infractions, and formal criminal and civil cases in the case management system, and enters all relevant data including information regarding plaintiffs, defendants, charges/allegations, appearance/answer/due dates, and bail amounts.
  • Monitors cases for compliance with appearance dates and sentencing requirements such as payment of fines and/or restitution, completion of community service, successful completion of court-ordered classes/seminars, adherence to court-ordered restrictions on personal activities, and enrollment in, attendance at, and completion of court-ordered counseling.
  • Generates late notices, orders to show cause, and bench warrants for cases that fall out of compliance.
  • Reports failures to appear and failures to comply with collections agencies and/or the Department of Motor Vehicles, as applicable.
  • Validates active arrest warrants and outstanding bench warrants monthly and upon request and identifies instances in which amended warrants are needed.
  • Accepts and processes bail on warrants and prepares and disseminates warrant recalls to the applicable agencies.
  • Reports convictions of crimes to the Criminal History Repository and/or the Department of Motor Vehicles, as applicable.
  • Tracks arrests by law enforcement agencies, notifying applicable agencies and sending authorization for the release of defendants on their own recognizance when so ordered.
  • Prepares, schedules, coordinates, and monitors the Court’s calendar to ensure hearings and trials proceed in the most efficient and timely manner possible. 
  • Closes, scans all files within a case, and files cases in which dismissals have been filed, ensuring all sentencing requirements have been met, or statutory time limits have expired.
  • Clerks for proceedings of the Court by keeping the minutes, operating the recording system and audio-visual equipment, marking and entering exhibits into evidence and preparing orders, judgments, and other documents.
  • Coordinate and monitor telephonic appearances through Zoom as necessary and assist in the scheduling of Zoom appearances for stakeholders and litigants.
  • Assist with tracking ticklers, tracking days between filings, and pulling the appropriate orders for review or signature.
  • Pull and prepare cases for court, file, review, and scan all case documents into the case management system with accuracy.

Required Knowledge and Skills, and Abilities:
            Knowledge of: 

• Working knowledge of the English language including spelling, grammar, punctuation, vocabulary, and formats.
• Working knowledge of computer hardware and software including word processing, spreadsheets, and databases for the purposes of creating, editing, and distributing information.

• Basic knowledge of the Nevada state court system and the way cases proceed through the system. 
• Basic knowledge of Nevada Revised Statutes, Elko County Code, and Elko City Code as they pertain to the Court. 
• Basic knowledge of the roles and responsibilities of outside agencies with whom the Court frequently interacts, such as the Elko County Sheriff’s Department, Nevada Highway Patrol, Elko Police Department, Elko City Attorney’s office, and Elko County District Attorney’s and Public Defender’s offices.  

• Policies, procedures, and regulations related to court operations.
• Fourth Judicial District Court Rules of Practice.
• Local Rules of Practice for the Rural Justice Courts in the State of Nevada.

Skills & Abilities: 

• Read and understand criminal and civil complaints, statutes and codes, letters, legal documents, and legal terminology.
• Accurately type at a net rate of no less than 40 words per minute.
• Understand and complete complex clerical work, as well as carry out various other work processes to ensure the effective and efficient operation of the court.
• Communicate clearly both in writing and verbally, in a tactful and courteous manner with defendants, co-workers, and the public in all situations.
• Maintain confidentiality & work independently while demonstrating initiative and making sound judgments.
• Comply with the Model Code of Conduct for Court Professionals in the State of Nevada.
• Ability to act accordingly with people who are upset, distraught, and emotional.
• Using initiative and independent judgment within established procedural guidelines.

Physical Demands and Working Environment
An employee in this position must meet the following physical requirements upon application:

• Frequent interruptions to planned work activities will occur as special needs from the public, co-workers, other agencies, other departments, and supervisors arise.  Special circumstances may require reporting to, staying at, or returning to work beyond normal business hours.  
• The ability to work in a high-stress, demanding environment with numerous deadlines.
• Occasional exposure to hostile individuals or potentially hazardous or unsettling evidence materials may occur.  
• Sufficient mobility to work in a typical office setting and use various office equipment.  
• Dexterity, coordination, hearing, speech, and vision adequate to effectively communicate in person or via telephone, and to use a keyboard and video display terminal for prolonged periods.  
• Strength and stamina to bend, stoop, sit, and stand for extended periods of time. Periodic lifting of files, stacks of paper or reports, references, and other materials.  Some bending, reaching, squatting, and stooping are necessary.  Lifting (up to 50 pounds) is periodically required. 
• The noise level in the work environment is low to moderate.

•  **This position description is a general guideline for work behavior and is not intended to be a comprehensive listing of all job duties. Therefore, it is also not, nor can it be implied to be, a contract of employment with Elko Courts. The content of this position description may be changed without notice, and employment may be terminated by either party at will. Reasonable accommodation may be made to enable individuals with disabilities to perform essential tasks. **

Elko County is an Equal Opportunity Provider and EmployerIn compliance with applicable laws, reasonable accommodations may be provided for qualified individuals with a disability who require and request such accommodations.