Job Details

General Statement of Duties

Provides clerical and secretarial support duties by doing the following: Performs administrative and support in civil and criminal cases. Files documents related to cases such as traffic infractions, misdemeanors, and civil proceedings. Case Management related to default cases, citations, and warrants. Assisting the public and legal professionals with case-related inquires, by filing requirements, and case status updates. Managing and organizing jury selection as mandated by Idaho Law. Processing documents for Court proceedings and processing Appeals. Process and maintain all Unsupervised Probation. Managing financial functions of the court including disbursements, financial reporting, and end-of-month reconciliation; performs related work as required.

Classification Summary

The principal function of an employee in this class is to ensure proper processing of various proceedings, including Guardian/Conservatorships, Protection Orders, Small Claims, Name Changes, Divorces, Custody Cases, and appearances in traffic infractions and misdemeanor cases. Serves as the first point of contact for the public, performing customer service duties. The clerk reviews submitted documents, verifies their content, and ensures they are processed accurately. This involves transferring necessary information into the Case Management database, ensuring all notes and updates are recorded properly. Ensuring that all financial activities comply with established protocols. This includes reviewing documents submitted through a system like File and Serve, verifying their accuracy, and ensuring proper processing. Administers the jury process, including maintaining contact with the public who are called to serve as jurors. Ensures compliance with state laws related to jury service. Manages varying workloads, particularly when more jurors are needed or extensive trials are scheduled. Given the nature of the work, which can involve repetitive tasks, precision and attention to detail are critical. Accuracy in handling documents, data, and communication is paramount to avoid errors in legal or financial processing. This role is essential for maintaining the integrity and accuracy of financial and legal documents within the court system, ensuring that policies are followed.

Examples of Work (Illustrative Only)

Essential Duties and Responsibilities

• Receives, reviews, and files civil and criminal documents to ensure compliance with court rules and statutes;
• Verifies completeness of pleadings, file-stamps documents, opens, and prepares cases;
• Processes and sorts court filings, including documents through the File and Serve system;
• Collects necessary filing and service fees, processes payments, and balances cash till daily;
• Monitors and processes fines, payments, and restitution;
• Assists with monthly disbursements and financial adjustments in the Odyssey system;
• Assigns cases to the correct prosecutor and judge, ensuring accurate case file updates;
• Schedules hearings, including small claims trials and initial appearances;
• Processes summons, writs, and other legal documents related to cases;
• Provides front desk and phone assistance to the public regarding court procedures, hearing dates, and available resources;
• Assists individuals with plea agreements, citation payments, and warrant recall requests;
• Administers jury summons, coordinates with judges, and monitors the jury calendar;
• Qualifies, summons, and manages responses from potential jurors;
• Handles disqualification and excusal requests according to policy;
• Prepares case-related documents and ensures case files are complete and legible;
• Assists in maintaining both digital and physical case files, including transferring closed files for storage;
• Track probation cases, payments, and conditions, and prepare affidavits for contempt if necessary;
• Handle the processing of revocations for withheld judgments and prepare related orders for judicial review;
• Provides training to other clerks on court processes and system usage;
• Coordinates with outside agencies to maintain effective working relationships;
• Assists with preparing legal forms, reports, and case summaries;
• Reviews documents for compliance with legal standards;
• Prepares orders for cases and ensures documents are processed and delivered to the appropriate departments, including Sheriff's Office;
• Performs data entry, tracks case status, and ensures proper documentation of legal proceedings;
• Responds to inquiries, ensures timely and efficient workflow, and maintains an organized record-keeping system;
• Adheres to county policies, procedures, and safety practices;
• Reports on work progress, identifies problems, and suggests improvements;
• Monitors proper functioning of AS-400 and/or State Program (EJM);
• Performs other related duties as required.

Other Duties and Responsibilities

• Facilitates equipment repairs;
• Answers questions, assists in public access requests and/or record reviews;
• Retrieves old case files from archives;
• Open and distribute mail daily;
• Reconcile tills when needed;
• Performs other related duties as required.

Knowledge, Skills and Abilities

Knowledge of:

• General office practices and procedures;
• Court practices, procedures and protocol;
• Records keeping and filing systems;
• Money collection and end of day balancing;
• Interrelationships of all County departments;
• Word programs, Windows and E-Mail;
• Computer based information systems and applications related to jury list database.

Ability to:

• Work Independently;
• Effectively plan, organize, and balance the financial activities of employees performing diverse duties;
• Successfully oversee the day-to-day operations of financial functions with minimal input from Supervisor;
• Interpret and apply the financial functions, responsibilities, processes and procedures of the front office;
• Follow Court practices, procedures and protocol;
• Follow Laws and regulations pertaining to court functions;
• Learn Legal terminology, processes, procedures and statutes;
• Constructively support team building and effectively continue team culture for all staff;
• Provide customer service in an efficient and courteous manner;
• Make sound and reasonable decisions in accordance with laws, ordinances, regulations and established procedures;
• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
• Maintain effective working relationships with other Departments, state and local elected officials, the public, , and fellow employees;
• Understand and follow oral and/or written policies, procedures and instructions;
• Operate a personal computer and scanner;
• Communicate effectively, verbally and in writing;
• Operate a variety of standard office equipment, personal computer and customized software and case management system, and email;
• Be able to verbalize ideas to better improve workforce efficiency.

Acceptable Experience and Training:

• High school diploma/GED with course background in general office skills; and
• At least one year of office or court related experience performing similar duties; or
• Any equivalent combination of education and experience which provides the knowledge and abilities necessary to perform the work.

Essential Physical Abilities

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to communicate effectively;
• Sufficient vision or other powers of observation, with or without reasonable accommodation, which permits the employee to establish, maintain and monitor documents;
• Sufficient manual dexterity with or without reasonable accommodation, which permits the employee to operate computer equipment and other office equipment;
• Sufficient personal mobility and physical reflexes, with or without reasonable accommodation, which permits the employee to work in an office setting.

Position to remain open until filled.

Shift schedule is Monday through Friday from 8:00 am to 5:00 pm with a one-hour lunch break.