Clerk III

Under the general supervision of the Presiding Magistrate, the Clerk III is responsible for processing and maintaining all criminal and civil records for the Magistrate’s office in a timely and efficient manner. Additional duties include processing all requests for bonds, examining trials, emergency protective orders, ignition interlock orders and minor misdemeanor cases.  This individual will have daily contact with the public, local law enforcement agencies and other county departments. This is a full-time position, with a fixed schedule requiring Saturdays and Sundays.

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  Duties include the following:

1. CIVIL/CRIMINAL FILE MANAGEMENT:

• Must be able distinguish between civil and criminal cases is required.
• Process all appropriate orders signed by the Magistrate and disburse appropriately.
• Monitor all deferred disposition cases for compliance.
• Analyze documents, determine and complete proper process (precepts, warrants, subpoenas, writs, etc.) and issue accordingly.  
• Review and categorize Jail intake mental health assessments.
• File and assign pre-file Magistrate case numbers on Felony and Misdemeanor complaints prior to indictment or information, including warrants for arrest.  Enter data into the Public Safety Report System.
• Prepare legal documents (Judgments, Dismissals, etc.) pursuant to Magistrate’s findings under the supervision of the Clerk V or Presiding Magistrate.

1. SERVICE TO PUBLIC DIRECTLY OR INDIRECTLY:

• Asses needs and refer to appropriate agencies, department, or staff.
• Calculate, explain, and record transactions.
• Generate copies of legal documents and distribute to appropriate agencies or general public.
• Assist the public in searching records electronically and manually.

1. DOCUMENTS AND MAIL:

• Pick-up interoffice and U.S. Mail, date-stamp, sort mail, and forward to appropriate staff.
• Receive documents from defendants, public, law enforcement officers, or through the mail and process accordingly.   
• Distribute documents to be filed.
• Type and index information on files.
• Record documents removed from files and retrieve files not returned.

1. ADDITIONAL DUTIES:

• Screen and transfer calls to appropriate staff; take messages, if necessary.
• Word processing and computer input required.
• Maintain office supply inventory and place orders.
• Attend yearly continuing education seminars.
• Attendance is an essential function of the job.

Note:  The duties listed above are intended only as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if the work is assigned by the supervisor.

High school diploma or GED equivalent required; the individual should possess a thorough working knowledge of clerical procedures and practices with accurate typing skills; one (1) to two (2) years of experience in clerical operations;  must be able to become TLETS certified for TCIC-NCIC review access.

LANGUAGE SKILLS 

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.  

MATHEMATICAL SKILLS 

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY 

Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

This is a sedentary position.  The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job.   Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

The noise level in the work environment is usually moderate.