Job Description

Performs responsible and various legal clerical work in the City Court in accordance with Court policies and procedures which involves considerable receipting of fines, fees, bonds, and restitution payments by mail, in person, or by telephone. Responds and resolves public inquiries in person, by telephone, and by email; processes filing cases and filing documents filed from the public and law enforcement agencies in accordance with Court policies; handles adverse, critical, and confrontational situations in a stressful environment; establishes and maintains effective working relationships with coworkers and management, and develops team interaction. The position requires great attention to detail and accuracy. The principal duties of this class are responsible for performing routine front-office and clerical administrative duties in support of court operations while working under close supervision in compliance with Court policies.

Essential Functions

Provides front-line customer service by responding to general questions including phone, email, and in-person service; receives, logs, and processes mailed-in payments; and checks drop box daily for payments.
Maintains account records by processing cash and electronic bonds posted, verifying balances, reconciling case information, issuing receipts for payments on cases, and ensuring proper allocation of payments according to Court accounting procedures.
Prepares and files cases such as civil traffic, parking violations, city ordinances, and other civil matters in compliance with legal requirements and procedures.
Process Defensive Driving School checks, verify, and file reports for monthly reconciliation.
Creates file folders for misdemeanors, orders of protection, injunctions against harassment petitions, and criminal traffic citations; routes citations and provides scanned copies to the prosecutor.
Processes correspondence and other court-related documents, sorts and distributes mail, fills out background search forms and maintains and orders office equipment and supplies. Monitors and distributes faxes and emails to the appropriate court staff.
Verifies Warrant Validation List monthly and uses case management system to review against case files.
Files in and dockets event codes on all motions filed and responses from the Prosecutor’s Office and routes to the Judge or the appropriate Court Clerk.
Processes compliance and non-compliance Diversion Program Reports and completes the appropriate data entry in the case management system.
Sentence civil traffic cases and issue payment orders.
Assists with protective orders as needed and verifies petitions are ready for processing.
Processes citations by reviewing and reconciling information into a computer system; clearing suspensions and warrants; and handling all related documents. Processes e-citations by reviewing and reconciling information with the daily citation push report; ensures proper violations and demographic information downloaded into the case management system is correct.
Updates and maintains the court calendar and schedules court hearings. Prints and verifies restitution reports.
Performs related work or additional duties as assigned.

Minimum Qualifications

High School Diploma or GED equivalency is required.
The job requires a good working knowledge of common or uncommon techniques, methods, practices, procedures, use of forms, routines, etc., of a moderate to complex nature.
A minimum of two (2) years of direct public contact (in-person) customer service and one (1) year of cash handling experience including point-of-sale transactions is required.
Incumbent must complete a minimum of 16 hours of COJET-accredited continuing education each year, per the Administrative Supreme Court Order.
A valid Arizona Operator Driver’s License or the ability to obtain license by time of hire.
Individuals must successfully complete a background investigation including a criminal background check, fingerprint check, polygraph examination, and psychological evaluation.

Supplemental Information

Work requires the ability to read, compose, and comprehend simple instructions, general documents, memos, short correspondence, and reports.
Work requires the ability to perform general math calculations such as addition, subtraction, multiplication, and division in all units of measure, using whole numbers, common fractions, and decimals.
Work requires preparing written correspondence to communicate with management, other City employees, and the general public.
Planning responsibilities include arranging, maintaining court forms, and verifying packing lists and stock supplies.
Work requires analysis and judgment in accomplishing diversified duties, independent thinking within the limits of policies, standards, and precedents, and the ability to cope with a rapidly changing work environment. Performs various duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines.
The incumbent in this position has contact with others within and outside of the organization which may involve similar work units or departments, the Motor Vehicle Department, collections, and various state and federal agencies.
The employee must maintain regular attendance, and the ability to work in a constant state of alertness and safe manner.