Administrative Assistant - Municipal Court

Join the City of Clinton Municipal Court Team!

Are you highly organized, detail-oriented, and committed to providing professional public service? The City of Clinton is seeking an Administrative Assistant to the Clerk of Court to support the daily operations of Clinton Municipal Court.

This position is ideal for someone who works well in a fast-paced environment, handles confidential information with discretion, communicates professionally with individuals from diverse backgrounds, and takes pride in maintaining accurate records. The successful candidate will assist with court proceedings, case and records management, docket preparation, payment processing, public inquiries, and coordination with law enforcement officers, attorneys, defendants, witnesses, and other court participants.

Position Summary

The Administrative Assistant to the Clerk of Court provides administrative, clerical, and operational support to the Clerk of Court in the daily operation of Clinton Municipal Court.

The Administrative Assistant must maintain a high level of accuracy, professionalism, confidentiality, discretion, and impartiality. The position works under the supervision of the Clerk of Court and performs assigned duties in accordance with applicable laws, court rules, City policies, established procedures, and judicial directives.

The employee is expected to independently perform routine administrative functions while referring matters requiring legal interpretation, judicial discretion, or additional authorization to the Clerk of Court or the appropriate judicial authority.

Essential Duties and Responsibilities

The following duties are representative of the position and are not intended to be an exhaustive list of all responsibilities.

Court Administration and Proceedings

• Assist the Clerk of Court with the daily administrative and operational functions of Municipal Court.

• Provide administrative and clerical support for Bond Court proceedings, including working with the Bond Court Judge or the Municipal Court Judge assigned to conduct bond hearings.

• Assist with preparation for and provide administrative support during court sessions, including preliminary hearings, trials, jury proceedings, bond hearings, pretrial hearings, jury strikes, and other scheduled court matters, as needed.

• Assist with preparing notices, forms, correspondence, and other materials required for court proceedings.

• Review case files for completeness and identify matters requiring administrative follow-up.

• Ensure files, exhibits, documents, and other necessary materials are organized and available for court proceedings.

• Assist with recording and maintaining information regarding appearances, dispositions, continuances, and other case activity.

• Assist with the administrative preparation and processing of arrest warrants and other authorized court documents, as needed.

Case and Records Management

• Create, maintain, update, organize, and retain Municipal Court case files and records.

• Accurately enter and maintain case information, dispositions, payments, court dates, continuances, warrants, and other case activity in the court-management system.

• Create and organize case files for matters received from Bond Court and ensure appropriate documentation is maintained.

• Review case files for completeness and accuracy and report missing information or discrepancies to the Clerk of Court.

• File, scan, index, archive, retrieve, and maintain electronic and physical records, including warrants, tickets, citations, pleadings, motions, orders, judgments, and correspondence.

• Maintain court records in accordance with applicable confidentiality, retention, disposition, and destruction requirements.

Docket and Case Coordination

• Process authorized continuances, dismissals, resolutions, and other docket changes and update court records accordingly.

• Provide authorized notifications to defendants, attorneys, law enforcement officers, and other parties regarding court dates and approved changes.

• Identify cases requiring administrative follow-up and complete assigned actions under the direction of the Clerk of Court.

Public and Customer Service

• Serve as a professional, courteous, and impartial point of contact for defendants, attorneys, law enforcement personnel, witnesses, victims, City employees, and members of the public.

• Respond to telephone, email, written, and in-person inquiries regarding court dates, payment procedures, filing procedures, court locations, and other administrative matters.

• Explain established court procedures and administrative requirements without providing legal advice or interpreting the law.

• Refer questions requiring legal advice, judicial determination, or discretion to the Clerk of Court or appropriate judicial authority.

• Handle difficult, emotional, or confrontational interactions professionally and respectfully while maintaining neutrality and appropriate boundaries.

Financial and Payment Processing

• Receive and process payments for fines, fees, restitution, bonds, and other authorized court obligations.

• Assist with delinquent accounts and payment-related correspondence as directed.

• Maintain appropriate security and accountability for all funds received.

• Refrain from altering, waiving, reducing, or otherwise modifying court-imposed financial obligations except as specifically authorized by the appropriate authority and established procedures.

Administrative and Office Support

• Prepare correspondence, notices, forms, and other court-related documents.

• Maintain organized electronic and paper files and administrative records.

• Receive, sort, distribute, and process incoming correspondence and documentation.

• Perform accurate and timely data entry.

• Perform other administrative duties necessary for the efficient operation of Municipal Court.

Technology and Court Systems

• Utilize court case-management software, governmental systems, electronic filing platforms, and other technology required for assigned duties.

• Accurately enter, update, retrieve, and maintain information within authorized systems.

• Utilize Microsoft Office or comparable software for correspondence, spreadsheets, calendars, reports, and other administrative functions.

• Scan, print, copy, index, and electronically manage court documents.

• Adapt to changes in court technology, systems, and administrative procedures.

• Maintain appropriate password security, system access, cybersecurity, and information-security practices.

Confidentiality, Compliance, and Professional Conduct

• Maintain strict confidentiality when handling non-public court records and sensitive information involving defendants, victims, witnesses, juveniles, law enforcement personnel, and other individuals.

• Comply with applicable laws, court rules, City policies, records-retention requirements, established court procedures, and directives from the Clerk of Court and appropriate court authorities.

• Maintain neutrality, impartiality, professionalism, and appropriate professional boundaries.

• Refrain from providing legal advice, interpreting the law, or expressing personal opinions regarding pending court matters or case outcomes.

• Promptly report potential conflicts of interest to the Clerk of Court.

• Safeguard court records, funds, computer systems, passwords, equipment, and City property.

• Perform other related duties as assigned by the Clerk of Court or as necessary to support Municipal Court operations.

Required Knowledge, Skills, and Abilities
The employee should possess knowledge of:

• General court administration and municipal government operations.

• Office procedures, recordkeeping, and document-management practices.

• Customer-service principles and professional business communication.

• Basic financial and cash-handling procedures.

• Computerized recordkeeping and case-management systems.

• Confidentiality, records security, and the appropriate handling of sensitive governmental and court information.

The employee must be able to:

• Maintain accuracy while managing multiple cases, responsibilities, and deadlines.

• Organize and prioritize work effectively.

• Work under pressure and meet court-related deadlines.

• Maintain accurate and complete records.

• Communicate clearly and professionally, both verbally and in writing.

• Work effectively with judges, court personnel, attorneys, prosecutors, law enforcement officers, defendants, witnesses, City employees, and members of the public.

• Exercise sound judgment within established policies and procedures.

• Maintain confidentiality and discretion.

• Accurately process financial transactions.

• Learn and effectively use specialized court-management systems.

• Research and retrieve information from authorized records and systems.

• Work independently while recognizing when a matter requires review or authorization.

• Maintain composure in stressful or emotionally charged situations.

• Adapt to changing schedules, procedures, technology, and workload demands.

Minimum Qualifications
Education

• High school diploma or GED required.

• An associate degree or other post-secondary education in criminal justice, public administration, business administration, legal studies, court administration, or a related field is preferred.

Experience

• Two years of progressively responsible administrative, clerical, legal, governmental, court, or customer-service experience is preferred.

• Experience in a court, municipal government, law enforcement agency, legal office, or other governmental environment is highly desirable.

• An equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities may be considered.

Preferred Qualifications
Preference may be given to candidates with experience in one or more of the following areas:

• Municipal or magistrate court operations.

• Court-management systems.

• South Carolina court procedures and terminology.

• Law enforcement or governmental agencies.

• Handling confidential or sensitive records.

• Financial transactions and reconciliation.

• Preparation of court documents and correspondence.

• Municipal or other governmental operations.

• Microsoft Office or comparable computer applications.

Working Conditions

Work is primarily performed in an office and courtroom environment. The employee may be required to sit or stand for extended periods, work extensively at a computer, attend scheduled court proceedings, and manage a high volume of telephone calls, emails, correspondence, and in-person inquiries.

This position may require working evenings, nights, weekends, holidays, or outside normal business hours to support Bond Court proceedings and other court operations. The employee must be available to work a flexible schedule based on court needs.

The position involves time-sensitive deadlines and regular interaction with individuals who may be upset, angry, distressed, or involved in difficult circumstances. The employee must maintain professionalism, confidentiality, impartiality, and composure in these situations.

Physical Requirements

The employee must be able to sit, stand, walk, bend, reach, and move throughout the office and courtroom; operate standard office equipment; review printed and electronic documents; communicate effectively by telephone and in person; and occasionally lift or carry routine files, office supplies, and other materials.

Reasonable accommodations may be made for qualified individuals with disabilities in accordance with applicable law.

Supervision and Responsibility

The Administrative Assistant to the Clerk of Court works under the direct supervision of the Clerk of Court and is expected to independently perform routine administrative responsibilities within established policies and procedures.

The Administrative Assistant does not independently provide legal advice, make judicial determinations, modify court orders, alter judicially imposed fines or sentences, dismiss cases, issue legal rulings, or otherwise exercise judicial authority unless specifically authorized by law and applicable court procedures.

Questions involving legal interpretation, judicial discretion, disputed matters, unusual circumstances, or exceptions to established procedures must be referred to the Clerk of Court or the appropriate judicial authority.

Equal Employment Opportunity and Reasonable Accommodation

Employees of the City of Clinton and applicants for employment shall be afforded equal opportunity in all aspects of employment without regard to race, color, religion, political affiliation, national origin, disability, marital status, gender, sexual orientation, or age.

Reasonable accommodations may be available to qualified employees or applicants under the Americans with Disabilities Act, as amended, when advance notice is provided.

Position Disclaimer

The information contained in this posting is intended to describe the general nature and level of work performed by an employee within this classification. It is not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, qualifications, or work required of an employee assigned to this position.

This document is not a contract of employment. Employment with the City of Clinton is at will.