Work Environment

The Deputy Court Clerk works regular hours year-round with occasional overtime and night work. There is no shift work for this position. The person in this position is not on call. 100% of the work for this position is indoors. The position has accountability for monetary issues related to the work for which this position is responsible. There is no exposure to chemicals and/or hazardous materials. The stress level associated with this position is very high.

Selection Guidelines

Formal application, rating of education and experience; Oral interview and background investigation; and job-related tests may be required.

The duties listed above are intended to be used only as an illustration of 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 similar, related, or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and the requirements of the job may change.

You may be assigned to other city departments to perform various tasks on an as needed basis.

Purpose of Position

Provide administrative assistance to the Municipal Court Clerk

Supervision Received

The immediate supervisor for this position is the Municipal Court Clerk.

Supervision Exercised

May supervise Part-time Deputy Court Clerk from time to time.

ESSENTIAL FUNCTIONS

Bilingual in English/Spanish is a highly preferred skill for the position

Maintain organized records

Enter all traffic and parking tickets into the docketing system
Enter police reports into the docketing system

Process court files and record final dispositions

Mail letters for delinquent fines

Prepare abstracts

Communicate with Department of Public safety about suspended driver’s license

Prepare, deliver, mail, or fax any requests for prior convictions

Ensure that necessary paperwork is completed
Prepare warrants and process once executed
Notify individuals of court dates
Schedule court hearings

Answer questions about court dates / hearings

Fill out petitions and file motions

Prepare orders

MARGINAL FUNCTIONS

Perform basic clerical duties

Answer multiline departmental telephone

Assist the Judge, Prosecutor, Public Defenders, Defense Attorneys, and the public with requests made to the Clerk’s Office

Assist in collecting and accounting for all money paid to the City of Oxford Municipal Court

Maintain departmental inventory and order supplies when necessary

Take court minutes
Perform other duties as directed

Knowledge:

City ordinances

State laws

At least one year of experience in this or a related field is highly recommended

Proper grammar and proper use of English in speaking and writing

OSHA standards and regulations concerning employee safety

Federal and state statutes concerning the work of the department

Mathematical skills, including addition, subtraction, division, and multiplication

General functions and operations of municipal government

Excellent typing skills

Must be familiar with Microsoft Office, Adobe, Outlook, Email
Database management

Skills and Abilities:

Use basic office equipment and machinery (i.e. computer, typewriter, facsimile machine, copier, etc.)

File correspondence properly

Research the Mississippi Code for information, when needed

Organize and prioritize the daily workflow

Work as a team member with other employees

Make decisions within specified time restraints

Communicate effectively with residents, elected officials, other City employees, contractors, etc., both orally and written

Maintain confidentiality

Work autonomously when necessary

Handle multiple tasks simultaneously with frequent interruptions

Deal with others in a professional manner

Maintain professional composure in heated situations

Follow departmental and City procedures

Attend court sessions in place of Court Clerk

Special Requirements

The person in this position must have a valid driver’s license. In addition, a high school diploma or its equivalent is required, and additional on- the-job training.

Tools and Equipment Used

Computer, scanner, fax, copier, multiline phone, etc.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must occasionally lift or move items up to a weight of 10 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. Physical work involved with this position includes, but is not limited to, bending and sitting for extended periods of time.