Bookkeeper/Deputy Circuit Clerk

Job Title: Traffic/Criminal Clerk and Bookkeeper 

Location: Hancock County Circuit Clerk, Carthage, IL  

Department: Circuit Clerk’s Office – Traffic/Criminal Division 

Reports to: Keara Weber, Circuit Clerk

Position Summary 

The Traffic/Criminal Clerk and Bookkeeper is responsible for managing records and processes related to traffic and criminal cases, along with handling financial bookkeeping for the Circuit Clerk’s Office. This dual role requires strong attention to detail, customer service, and financial accuracy to ensure proper documentation of court records and the office’s financial integrity. The individual in this role will interact with law enforcement, attorneys, defendants, and the public while maintaining accurate case and financial records.

Key Responsibilities

Traffic/Criminal Clerk Duties

Case Management: 

 - Process and maintain records for traffic and criminal cases, including citations, warrants, complaints, and court orders.

 - Record case filings, manage case flow, and monitor court deadlines.

 - Prepare court dockets and calendars for traffic and criminal cases, ensuring accuracy and timeliness.

 - Update and maintain accurate records of criminal case dispositions, fines, sentences, and other court rulings.

Courtroom Support: 

 - Provide support during court proceedings by assisting the judge, recording minutes, and managing case files and exhibits.

 - Ensure accurate and timely updates of court actions in case management systems.

Communication with Agencies: 

 - Communicate with law enforcement agencies, prosecutors, public defenders, and other court personnel regarding criminal case updates and inquiries.

 - Assist in processing arrest warrants, subpoenas, and other court-related documents.

Customer Service: 

 - Assist the public, defendants, attorneys, and law enforcement personnel with case information, court dates, and filing requirements.

 - Respond to inquiries about criminal and traffic procedures, case statuses, and payment of fines.

Bookkeeping Duties

- Financial Processing: 

 - Receive and process payments for fines, court costs, bonds, and other fees related to criminal and traffic cases.

 - Manage financial transactions, ensuring accurate recording and reporting of fees, payments, and deposits.

-Reconciliation and Reporting: 

 - Perform daily reconciliation of financial transactions, balancing receipts, and maintaining records of all transactions.

 - Prepare monthly and annual financial reports for the Clerk of Court, auditors, and other governing bodies as required.

 - Ensure compliance with financial policies and procedures, including proper handling of funds and account reconciliation.

Compliance and Audits: 

 - Assist with internal and external audits, ensuring all financial records are accurate and up to date.

 - Stay informed about changes to laws and regulations affecting traffic, criminal, and financial procedures, implementing necessary adjustments.

Budget Assistance: 

 - Help prepare and manage the office’s budget by tracking revenues from fines, fees, and other sources.

 - Assist in forecasting and financial planning for the Circuit Clerk’s office.

Qualifications

Education: 

 - High school diploma or equivalent required. 

 - Additional training in legal, court administration, or accounting/bookkeeping is preferred.

-Experience: 

 - 1-3 years of experience in an office setting, preferably in a court or legal environment. 

 - Experience with traffic and criminal case procedures, as well as bookkeeping or financial roles.

Skills: 

 - Proficiency in Microsoft Office and case management/accounting software. 

 - Strong organizational and multitasking skills, with attention to detail and accuracy. 

 - Excellent written and verbal communication skills, with the ability to interact professionally with the public, attorneys, and law enforcement.

Other Requirements: 

 - Ability to manage sensitive and confidential information with discretion. 

 - Familiarity with court procedures and legal terminology preferred but not required. 

 - Basic knowledge of accounting principles and financial reporting.

Work Environment 

This position operates in an office environment within the Circuit Clerk’s Office, with frequent interaction with the public, legal professionals, and law enforcement. Some standing, walking, and lifting of case files or documents may be required. The role also involves processing financial transactions and maintaining detailed financial records.