Court Clerk II

Job Title

Under supervision and direction of the Court Administrator, is responsible for providing specialized administrative support and technical dissemination services to ensure proper and efficient Municipal Court and Bond Court operations.

Essential Functions

The following functions are intended only as illustrations of the various types of work performed. The omission of the specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

Assists in ensuring the collection and accountability for traffic tickets and warrants; performing data entry; receiving payments; preparing deposits; preparing correspondence; maintaining logs; mailing copies of documents; assisting with accounts receivable activities. Strong legal, computer, and multitasking skills required. Checks Docket citations for infractions and non-traffic misdemeanors issued by the Beaufort Police Department and accurately maintains a record and filing system for their orderly processing. Organizes the court calendar and issue notices to those ordered to appear. Distributes calendars to City Attorney, Public Defender, and Police Department and other community agencies and jurisdictions as required. Files miscellaneous documents related to the Court's operations and enters computer system. Receives bail forfeitures and payments on fines; receipts all monies received by the Court. Enters data on computer. Completes dispositions on citations. Completes necessary Court documents, time payment forms and / or community service work forms. Distributes dispositions and forms to appropriate agencies and maintain records according to procedure. Initiates court documents- jail commitment orders and warrants, for signature of the Municipal Court Judge. Proofreads own material to assure proper layout, arrangement, grammatical composition, spelling, and inclusion of all pertinent information. Attends court sessions and serves as court annotator. Greets and serves the participants at the counter and on the telephone, responding to inquiries in a courteous manner and providing information within scope of knowledge and authority. Refer to employee(s) of higher classification, as appropriate. Maintains other communications and does all necessary recordkeeping. May perform portions of the work of higher classified positions occasionally, as assigned. May perform duties of similar complexity in any City department as required or assigned. Superior customer service interaction and communication is a must. Ability to understand and ask questions to ensure correct information is communicated and understood. Be able to use critical thinking skills. Efficiency in multitasking duties required.

Attend court hearings and records information onto legal docket. Prepare the official court dispositions which are reported to SCDMV and / or SLED agency.

Responsible for routine correspondence received requiring information or responses to inquiries; answering telephones; taking messages; provide general information to the public and make the appropriate referrals to other offices / agencies.

Type, proofread, and distribute orders, docket entries, correspondence, and all forms, of a specialized and confidential nature. Also responsible for recording equipment in courtroom to ensure correct annotation of court proceedings.

Organize and maintain docket files; makes appropriate entries into cases and files; file stamp various dockets. Submit files for signatures; all while ensuring the smooth flow and confidentiality.

Responsible for the creation of a variety of court orders including but not limited too; Arrest Warrants, bench warrants, subpoenas, commitment orders, releases, conditions of bond, order of protection, Scheduled time payments, motion to reopen, Jury trial requests, certified court dispositions, background checks and other documents as directed by the courts.

Acts as a liaison between multiple Judges and a variety of other city / county departments and agencies.

Receive bond forfeitures / payments on fines. Make change as necessary and receipt payment properly. Recalls active bench warrants issued for nonpayment of fines. Notifies SCDMV of fines paid via faxing of compliance forms.

Assists all participants in resolving difficult work problems; research and resolve issues accurately and quickly.

Maintain Judge's calendar and prepares court schedule, hearings, and meetings. Maintain Jury list and be able to inform appropriate management of jurors who need to be excused, removed, or placed on a later roster.

Assists as directed by Deputy Clerk of Court or Court Administrator.

Responsible for greeting and assisting participants, including answering the telephone or at cashier window.

Assists in ensuring all uniform traffic tickets and warrants are collected, accounted for, and entered the computer; assigns docket numbers; maintains proper files.

Assists in the receipt of payments which involves performing data entry, crediting payment to proper account, balancing the cash drawer and preparing the daily deposits. Maintains main cash drawer. Balance's drawer three times a day and deposits all monies daily.

Assists in the collection of all accounts receivables for the Court, including scheduling time payments with defendants and reviewing accounts regularly.

Receives and processes incoming mail and related correspondence.

Maintains filing system for all cases filed, arrest warrants, various correspondence, bench warrants, jury trials, NRVC forms, transmittals, time payments, dockets, reports, traffic tickets, etc.

Assists the Judge as well as police officers with various clerical, administrative and judicial tasks.

Receives, prepares, processes, files and / or submits a variety of reports and records including trial requests, appeals, various notices, tickets, receipts, warrants, transmittals, trial letters, NRVC's expungements and various general office correspondence.

Utilizes various machinery and equipment such as computer, typewriter, printer, adding machine, tape recorder, telephone, copier, fax, etc.

Education and Experience

High School diploma or general education degree (GED) plus 1-2 years of legal / office experience and / or training.

Additional Information

KNOWLEDGE, SKILLS, AND ABILITIES : PARTICIPANTS : Public, City of Beaufort employees, Beaufort County employees, Town of Port Royal employees, Town of Bluffton employees, victims, defendants, family members of victims and defendants, 14th Circuit Solicitor's Office employees, South Carolina Department of Motor vehicle employees, incarcerated defendants, bondsmen, Probation and parole employees, members of the Armed Services. Any other person who engages with the Court.

CROSS TRAINING : Daily municipal court operations, and cashiering, customer service. Must be able to adapt and change duties with very little notice.

LANGUAGE SKILLS : Ability to read, analyze, interpret, and apply Laws set forth by South Carolina Court Administration and the City. Must be able to read, write, and orally communicate effectively and efficiently so participants can understand and comprehend. Must be able to hear and annotate court proceedings.

COMPUTER SKILLS : Must be able to utilize and efficiently use laptop, type quickly and accurately. Be able to use various computer programs to gather information. Annotate information into systems. Be able to effectively operate office communicational equipment (telephone, fax, email, etc.)

MATHEMATICAL SKILLS : Ability to add, subtract, multiply, and divide. Know proper currency and be able to add or subtract and give proper currency as change. Ability to compute fines and State assessments. Ability to analyze the amount of time a defendant has been incarcerated and deduct from monetary fine.

REASONING ABILITY : Ability to analyze critical situations and apply necessary thought process and think entire situations through in split second decisions impacting participant's life. Efficient multi-tasking is a MUST. Ability to use good judgment, maintain strict confidentiality, and remain neutral when dealing with participants.

CERTIFICATES, LICENSES, REGISTRATIONS : Criminal justice information security and awareness training (every 3 years); Victims' Service provider annual training. Valid driver's license.

PHYSICAL DEMANDS : Requires walking, pulling, pushing, reaching, kneeling, crouching, stooping. Job may require sitting at for periods of time.

WORK ENVIRONMENT : Secured requiring successful completion of background check. Moderate office condition. Highly-sensitive information exposed on a regular basis. Noise level is moderate. The Court team has a strong sense of camaraderie and an outstanding work ethic.

CUSTOMER SERVICE : Team member will be expected to take the extra mile to engage participants with openness, professionalism, and provide correct information. Will have ability to listen, address concerns, and have follow through to ensure resolution of issues.

Equal Employment Opportunity Statement

The City of Beaufort is an Equal Employment Opportunity employer. The City of Beaufort will provide reasonable accommodation for otherwise qualified individuals. The City of Beaufort does not discriminate on the basis of age, disability, gender or sex, race, color, religion, national origin, veterans status or genetic information.