What are the responsibilities and job description for the Records Services Clerk (Court Services) - Spanish Bilingual Eligible position at City of Madison, WI?
General Description
BILINGUAL IN SPANISH AND ENGLISH IS DESIRABLE BUT NOT REQUIRED
Positions designated as bilingual receive a $1.00 per hour pay differential for hours worked. This differential is not included in the stated salary amounts.
This position is regularly scheduled for 38.75 hours per week. Regular work hours are 8:00 am to 4:30 pm, Monday through Friday.
Employees may be eligible for loan forgiveness through the Public Service Loan Forgiveness Program.
Black, Indigenous, people of color, women, trans, nonbinary, and individuals with disabilities are encouraged to apply. We value the unique blend of lived experiences and diverse perspectives that comes from non-traditional education pathways and the variety of transferrable skills each candidate brings to the table. We value diversity, equity, inclusion, and belonging. Even if every item on the job posting doesn’t match your experience perfectly, we encourage you to apply and share how your skills and experience can best serve our community.
Examples of Duties and Responsibilities
- Perform high volume data entry of traffic, city ordinance, and parking citations, as well as towed vehicles, payments, and court appearances/dispositions.
- Open, close, and staff the Customer Service Counter. Respond to inquiries, complaints, and requests for information in person, over the telephone, via written correspondence, and/or e-mail regarding traffic, city ordinance, and parking citations. Process payments and set court dates
- Locate citations and proofread for accuracy. Print reports. Accept/process payments on parking tickets. Review and verify tow inventory. Arrange for release of towed vehicles. Verify all information regarding towed vehicles for accuracy and legal ownership.
- Provide clerical support at Municipal Court hearings as needed. Staff Check-In for Municipal Appearances. Assist in the preparation of citations and associated required paperwork for Municipal or District Court appearances. Run print, review, and process driver's license abstracts. Separate citation copies and note reports available. Review, enter and file citations. Send updated court information amendment letters to defendants. Complete post-court stripping, reviewing, and filing.
- Assist with tasks related to producing/reviewing end-of-day financial reports.
- Update existing records, maintain up to date logs, scan, and upload files to create digital copies. Process and file copies of incoming and outgoing documents.
- Review and maintain motor vehicle accident records and upload to the appropriate agencies.
- Review, process, and maintain status while working closely with partner agencies for the Juvenile Restorative Justice Program.
- Work with all interested parties, including Madison Police Department commissioned and non-commissioned staff, outside agencies, and external customers.
- Perform related work and all other duties required for the Court Services Unit.
Minimum Qualifications
- Three (3) years of responsible administrative experience and use of computers and database applications in an office setting, at least six (6) months of which included responsible direct public contact.
- Associate's degree in a related field, such as administrative assistant, legal secretary, office management, etc.
- Bachelor's Degree from an accredited college or university.
The City of Madison strives to provide exceptional customer service to all its residents and visitors. Therefore successful candidates will have demonstrated ability to effectively work with multicultural communities.
For a complete list of the Knowledge, Skills, and Abilities, please see the class specification.
Special Requirements
Ability to meet the transportation requirements of the position.
Must obtain Basic TIME (Transaction Information for the Management of Enforcement) certification within six (6) months of hire and must be re-certified every two (2) years. Because of this certification, candidates must undergo a thorough background check including fingerprints, and will be disqualified based on FBI guidelines.
Bilingual in English and Spanish is desirable but not required. If the finalist is bilingual, they will be required to complete a language proficiency test at the time of the pre-employment screening process. Fluency in reading, writing, and speaking Spanish is required.
Physical Requirements:
This position requires a significant amount of work performed while seated at a computer terminal. Work may also include long periods of time standing while filing.
