Deputy Court Clerk

Under general supervision of the Municipal Court Administrator, this position performs advanced clerical and case management duties in support of the Town’s Municipal Court. The role requires specialized knowledge of court operations, municipal court law, and juvenile case management practices. Work involves processing citations, maintaining accurate court records, assisting the public, supporting court proceedings, and serving as the Town’s primary coordinator for all juvenile cases.

This position reflects the Town’s commitment to customer service, professionalism, and the fair, efficient administration of justice.

ESSENTIAL DUTIES AND RESPONSIBILITIES:The statements below are intended to describe the general nature and level of work being performed by individual(s) assigned to this position. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified in this position. The position description is subject to change by the TOWN as the needs of the TOWN and requirements of the position change.

• Collects public funds at the Municipal Court service window by receiving cash, checks, money orders, and credit card payments in person, by mail, and online; issues receipts and credits payments on account for fines and other Court-related business for transactions requiring knowledge of payment and status codes, regulations, and departmental policy.
• Attends walk-in customers, and receives court documents from public, defendants, and attorneys. Provides public information and customer service assistance by explaining court procedures and the different options available to defendants in person, by telephone, mail, e-mail, or fax. Refers customers to appropriate staff for assistance with sensitive and private matters.
• Processes online payments and enters notes in the case management system to release paid violations.
• Exercises initiative, judgment, and discretion when handling confidential and sensitive information.
• Verifies daily collections of court fines and fees.
• Processes and reviews community service orders, verifies completion of community service hours, submittal to the court; dates and closes case.
• Prepares and schedules cases for Show Cause hearings on defendants that fail to comply with court agreements or fail to meet their payment schedule.
• Prepares and mails appropriate court case letters and documentation to defendants.
• Processes daily recording of case disposition, court orders, and arraignments in the case management system.
• Answers inquiries or questions concerning court matters in person, by telephone, mail, e-mail, or fax.
• Explains procedures, options, and forms to parties in case.
• Verifies insurance coverage and updates/closes file.
• Evaluates customer satisfaction, develops cooperative associations, and utilizes resources to continuously improve customer satisfaction.
• Perform other duties and responsibilities as assigned.

QUALIFICATION REQUIREMENTS:To perform this position successfully, an individual(s) must be able to perform each essential duty and responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Knowledge:

• Must have considerable knowledge of court terminology and courtroom functions, providing clients and defendants with information concerning procedure and their rights.
• Knowledge of municipal government organization and functions and Town operations. 
• Has good knowledge of the rules of English grammar, spelling, and punctuation.
• Has advanced knowledge of Word, PowerPoint, Excel and Outlook, as well as INCODE Court Case Management System. 

Skills:

• Interacts professionally with the public and public officials.
• Communicates effectively both orally and in writing.
• Remains organized and prioritize work. 
• Uses time effectively to accomplish tasks. 
• Works closely and harmoniously with others to accomplish tasks.

Abilities:

• Ability to interpret and apply policies and procedures.
• Ability to exercise considerable discretion in matters of sensitive and confidential nature.
• Ability to organize and maintain data records.  
• Ability to work with all levels of employees and management.

EDUCATION, EXPERIENCE AND TRAINING:The preferred way to obtain the minimum knowledge, skills and abilities to perform the essential duties and responsibilities of this position are listed below.  The City reserves the right to allow substitutions in the event that a candidate or incumbent exceeds requirements in one area but may be deficient in another.

Formal Education:

• High School Diploma or GED

Relatable Work Experience:

• Prefer 2 year of experience in a Municipal Court or related field.
• Relevant work experience resulting in acceptable proficiency levels in the above knowledge; skill and education requirements may be substituted in lieu of specific education requirements.

Training (License and/or Certification):

• Valid Texas Driver’s License
• Completion of Level I Court Clerk Certification is preferred; applicants must be willing to work toward this certification within 12 months of hire date.
• Must be able to obtain Notary Public licensure within 30 days of hire date.

• Employees work 40 hours per week. Monday thru Friday, 8:00 AM to 5:00 PM.
• After-hours work is required on nights that the Town holds court and is eligible for overtime pay.