What are the responsibilities and job description for the Courts - Deputy Clerk Specialist position at Pinal County?
Description
Registry - This list will be drawn from for the next position opening.
JOB SUMMARY
Under limited supervision, performs work of considerable difficulty in managing the customer service needs for the Clerk of the Superior Court and provides expert assistance with the processing of all court filings, legal documents, and payments made through the Superior Court Clerk’s Office.
The work is highly detailed; accuracy is critical and requires comprehensive knowledge of various court filings and proceedings and a mastery of all related processes.
This position is expert level and exercises a high level of independent decision-making and autonomy. Performs duties of Deputy Clerk, Seniors and Deputy Clerks as needed. May perform duties of a supervisor as back-up.
Manages all non-judicial operations required by the Court by state statute, rule, administrative order, etc., and is responsible for comprehensive, high quality, timely customer interface, which includes public, attorneys and other court personnel, and with other judicial offices and staff.
This level is differentiated from other roles in the Clerk of the Superior Court by the degree of independent judgment and considerable level of expertise, experience, and demonstrated customer service competency required to perform the duties accurately and effectively.
TYPICAL CLASSIFICATION ESSENTIAL DUTIES
Work in this classification requires an individual to be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary classification functions herein described. Since every duty associated with this classification may not be described herein, employees may be required to perform duties not specifically spelled out in this classification description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this description.
TYPICAL CLASSIFICATION ESSENTIAL DUTIES
- Assist customers, attorneys, and county and government agencies with court filings.
- Manage customer service needs at the service window, over the phone or electronically.
- Accept, process and receipt filing fees, court payments, and fines ensuring financial accuracy and adherence to judicial order(s)
- Issue marriage licenses, warrants, writs and subpoenas.
- Processes new and existing case filings by mail, or electronically, for all case types in the Superior Court. Case types include Adoption, Civil, Criminal, Family Law, Guardianship/Conservatorship, Juvenile Delinquency, Juvenile Dependency, Juvenile Emancipation, Lower Court Appeals, Mental Health, Probate, Protective Orders and Severance cases.
- Research and answer complex inquiries and conduct legal research that may require extensive review and be complex in nature.
- Maintain a comprehensive working knowledge of and meet all requirements for accepting and processing all submitted case type filings.
- Perform efficient and effective multi-disciplinary case management in a variety of court case proceedings and fillings.
- Perform work in a high pace and dynamic office setting that requires adaptability depending on customer needs and demands.
- Draft correspondence providing necessary information and guidance for court customers.
- Enter data from all cases and/or filings into the case management system and maintain the Office procedure manual for all case type filings for accurate processing.
- Maintain knowledge of current filing fees, judicial assignments, hearing dates and times for all areas of the Superior Court; manage processes consistent with the information and share information upon request.
- Maintain knowledge of and adhere to Rules of Civil and Criminal Procedure, Arizona Rules of Family Law Procedure, and Local Rules for Pinal County.
- Possess in-depth knowledge of the duties performed in all the various departments within the Clerk of Superior Court.
- Accurately apply knowledge of codes and required routing of all filed documents for all areas of Superior Court.
- Prepare and/or receive certified, exemplified, and authenticated copies of court documents.
- Create and draft policy and procedure upon request.
- Answer complex questions and provide information and tools to promote positive learning and thinking and positive customer interaction.
- Lead, train and mentor other Clerks.
- May assist Court Supervisor in daily duties.
- Demonstrate an understanding of and consistently, follow all Pinal County policies and procedures.
- Manage the financial transactions for customers of the Court. Adhere to minimum accounting standards and maintain and handle daily cash drawer.
- Promote and adhere to the workplace values of accountability, commitment, and teamwork to help enrich lives beyond expectation.
- Maintain absolute confidentiality of work-related issues, customer records and restricted County information.
- Perform other related duties as required.
MINIMUM REQUIREMENTS TO PERFORM WORK
MINIMUM REQUIREMENTS TO PERFORM WORK
- High school diploma or GED equivalent; AND
- Five years (5) progressively responsible experience as a Clerk of the Superior Court, court or legal service-related, or justice system support experience.
- One year work experience in a Superior Court.
- Arizona residents must have a valid Arizona Driver’s License upon hire; newly established Arizona Residents must have one within 30 days of hire.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge, Skills and Abilities
- Knowledge of Business English, spelling, and arithmetic.
- Knowledge of clerical and office practices and procedures.
- Knowledge of clerical and automated court case management systems.
- Knowledge of modern office practices, procedures, and equipment.
- Knowledge of legal terminology and business English.
- Knowledge of procedures, guidelines, and statutory requirements that govern duties of court clerks.
- Skill in multitasking and performing a variety tasks.
- Skill in deescalating and resolving customer concerns and issues.
- Skill in using data processing systems and other office equipment and machines.
- Ability to work in a dynamic workplace that can be demanding and high pace.
- Ability to provide positive communication and assist customers with tact.
- Ability to lead and train others.
- Ability to understand and apply local rules, administrative directives, court rules and Arizona Revised Statutes.
- Ability to maintain confidentiality of court matters.
- Ability to establish and maintain effective working relationships with employees, other agencies, and the public.
- Ability to follow written and verbal instructions.
- Ability to communicate effectively orally and in writing.
The work is light and requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects. The work also requires the ability to finger, feel, grasp, handle, reach, perform repetitive motion, kneel, lift, hear, speak, stand, walk, and demonstrate mental and visual acuity.
WORK ENVIRONMENT
Work is performed in a high pace and dynamic environment that requires the ability to be sensitive to change and responsive to changing goals, priorities, and needs.