Assistant Clerk of Courts

Under the direction of the Clerk of Courts.  The Assistant Clerk of Courts assumes duties of Clerk of Court in his/her absence.  This position trains court office staff in office practices, procedures, and operations, as well as assists Clerk of Courts with problem solving, runs computerized financial reports, reconciles courts checking account to bank statement, and compares bank balance to reconciliation worksheet for final verification of disbursement amounts.

• Acts as Assistant Clerk of Courts and assumes duties of Clerk of Court in his/her absence
• Trains court office staff in office practices, procedures, and operations
• Assists Clerk of Courts with problem solving
• Assists Defendants, attorneys and members of the public with court inquiries, payment processing and any other transactions required
• Assists staff with answering incoming calls and retrieving and returning voicemail messages
• Generates end-of-day financial reports using the court’s software to reconcile all funds received
• Verifies daily that each staff member’s funds at the end of their shift match their individual funds received report
• Prepares the nightly bank deposit and delivers it to the Auditor’s Office at the end of each day funds are received
• Verifies open bond amounts/analyzes report to verify that account balances
• Analyzes discrepancies in computer reports/advises supervisor of needed corrections
• Advises defendants of all court orders after conviction
• Prepares/completes all documentation provided to defendant regarding court orders
• Updates case files/computer records to reflect court orders
• Enters all final disposition information into computer, prints bench warrants/summons to appear notices
• Completes case disposition information on fingerprint cards in case files, sends fingerprint cards to Bureau of Criminal Investigation
• Records associated fees on cases, runs batch journal and checks each transaction for proper account distribution
• Completes any and all documents required to incarcerate or release defendants in county jail
• Operates fax machine and email to send documents/forms to court or other governmental entities
• Telephones jail representative to verify that defendants reported to serve their sentence or to verify that jail personnel has received the necessary documents when a prisoner is to be released from custody
• Scans completed casefiles in the Court’s storage software program in weekly rotation with the deputy clerks
• Responds to record requests that are received via fax (in weekly rotation with the deputy clerks), email or in-person
• Pulls court files of defendants who did not report to court for magistrate to review
• Fills out conviction information for traffic cases on required forms in the event that electronic transmission is unavailable
• Assesses appropriate point value as set by Ohio Revised Code for each violation and records appropriate Bureau of Motor Vehicle (BMV) offense code in the event that electronic transmission is unavailable 
• Mails forms to BMV as required
• Communicates with defendants, attorneys, general public, and others about court procedures, defendants’ rights and options, fines, costs, bonds, sentences, and referrals
• Prepares paperwork based upon defendant/defense attorney’s decisions
• Schedules continued cases, copies documents for public records requests, collects receipts, and records payments, fills out bank deposit slip
• Attends meetings, seminars, conferences, professional organizations when requested
• Remains informed of current developments and procedures pertinent to duties
• Participates in staff development activities and services review procedures, attends staff meetings
• Maintains required licenses/certificates
• Meets all job safety requirements and all applicable OSHA safety standards that pertain to essential functions
• Demonstrates regular and predictable attendance
• Performs other related duties as assigned

Knowledge of:  

 Skill in:  

Ability to:  

Working Conditions:

• Work is performed in a normal office environment
• Has contact with potentially violent or emotionally distraught persons

CLASS TITLES OF POSITIONS DIRECTLY SUPERVISED:

N/A