Deputy Court Clerk

Purpose of Position

Provide administrative assistance to the Municipal Court Clerk

Duties and Responsibilities

Supervision Received

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

Supervision Exercised

May supervise Part-time Deputy Court Clerk or Intern as assigned.

Essential Functions

• Maintain highly organized and accurate court records.
• Enter traffic, parking, and criminal citations into the court docketing system.
• Enter police reports and associated documentation into the docketing system.
• Process court files and record final dispositions in accordance with state and local requirements.
• Prepare and transmit abstracts to the Mississippi Department of Public Safety.
• Communicate with DPS regarding driver's license suspensions, reinstatements, and required documentation.
• Ensure all required paperwork, forms, and documents are completed accurately and timely.
• Prepare warrants and process them once executed.
• Notify defendants, attorneys, and agencies of scheduled court dates.
• Answer questions regarding court dates, procedures, and case status.
• Assist defendants and attorneys with petitions, motions, and other filings.
• Prepare orders for judicial review and signature.
• File affidavits, schedule revocation hearings, and update case status.
• Manage outstanding fines, set payment plans, and assist with collection processes.
• Send mailed and electronic notices related to fines, compliance, and court requirements.
• Work independently and as part of a team on special projects, collection dockets, and compliance reviews.
• Maintain and update court compliance and non-compliance records.
• Attend court sessions and assist the Judge in place of the Court Clerk when required.
  
  

Marginal Functions

• Perform general clerical duties and administrative support tasks.
• Answer a multi-line telephone system and route calls professionally.
• Assist Judges, Prosecutors, Public Defenders, Defense Attorneys, law enforcement, and the public with requests made to the clerk's office.
• Assist in receiving, receipting, and accounting for payments made to the Municipal Court.
• Maintain office supply inventory.
• Take court minutes when assigned.
• Assist in court on a rotation with other clerks.
• Perform other duties as assigned or required.
  
  

Knowledge Of

KNOWLEDGE, SKILLS, AND ABILITIES

• City ordinances and applicable state laws.
• Mississippi statutes relevant to municipal courts and court procedures.
• Proper grammar, spelling, and professional written communication.
• Basic OSHA standards related to safe office practices.
• Federal and state rules governing municipal courts and public records.
• Mathematics sufficient for daily accounting work (addition, subtraction, multiplication, division).
• General functions and operations of municipal government.
• Modern office software, including:
• - Microsoft Word (required)
• Microsoft Outlook (required)
• Adobe Acrobat (PDF) (required)
• Email communication (required)
  
  

Skills And Abilities

Technology & Communication Skills

• Proficient in using computers, scanners, fax machines, copiers, and other office equipment.
• Must be able to draft clear, professional emails with proper grammar and formatting.
• Must demonstrate strong Outlook proficiency, including sending email, attaching documents, creating and organizing contacts, and managing calendar items.
• Must be able to type at least 40 words per minute with accuracy.
• Ability to learn new software programs quickly, including court management systems, e-citation imports, and document management systems.
• Conduct legal research in the Mississippi Code when needed.
  
  

Clerical & Organizational Abilities

File correspondence and documents acc rately and error-free.

Must demonstrate strong attention to detail with minimal errors in data entry and document handling.

Organize and prioritize daily workflow in a fast-paced environment.