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Position Summary: Performs clerical and administrative duties related to the operations of the Seaside, Oregon Municipal Court. Court is usually held at 1:00 pm on Monday and Wednesday with occasional special court during the week.
POSITION DESCRIPTION
Job Title: Municipal Court Clerk
Pay Classification: Full-Time position at Range 38 ($4,088 – $4,968/month), plus benefits.
Department: Business Office
Supervision: Works under direct supervision of the Finance Director/City Manager and some supervision of the City’s Municipal Judge.
Work Schedule: Works five (5) days a week, eight (8)-hour shifts (8:00 am to 5:00 pm) with two (2) fifteen (15) minute paid breaks; one (1) hour unpaid lunch.
Position Summary: Performs clerical and administrative duties related to the operations of Seaside Municipal Court. Court is usually held at 1:00 pm on Monday and Wednesday with occasional special court during the week.
Duties, Responsibilities, Essential Functions (expected to occupy 70% of clerk workload):
Though duties may vary greatly with the variety of events and needs of the building schedule, general responsibilities are as follows:
Process traffic citations and misdemeanor complaints.
Type and compose routine correspondence for the Court and Judge, including court orders and supporting documents. Maintain various court-related lists. Answer correspondence.
Prepare suspension paperwork for DMV.
Monitor warrants and fines, issue “show Cause” orders and license suspensions. Issue warrants as ordered. Prepare and process various court orders, agreements, and appeals, and distribute to appropriate agencies and individuals. Arrange for monthly payments, diversion program completion, community service or jail sentence, which includes preparing appropriate papers and sending to affected agencies.
Schedule court pre-trials. Notify appropriate personnel, subpoena witnesses, and select and summon jurors for jury trials. Compile individual files for traffic and misdemeanor complaints. Ensure completeness of docket and forward information to appropriate personnel.
Respond to routine questions from defendants, attorneys, witnesses, prospective jurors, and the general public in person, over the telephone and/or in writing regarding citations, court dates, non-payment of fines, postponements, jury duty, etc. Coordinate setting of trials with judge, city attorney, defense attorneys, and police officers.
Prepare twice per week court dockets, take notes during court sessions, and manage any multimedia evidence needed during court sessions. Court is usually held on Monday and Wednesday with occasional special court during the week.
For defendants on bench probation, monitor compliance with alcohol treatment programs, work, community service, etc.
Coordinate information regarding court records with police department.
Maintain court files, prepare warrants, suspensions and reinstatement orders approved by the Court. Maintain record of active warrants for arrest.
Be knowledgeable and accredited to work in LEDS, monitor and update error lists.
Document and coordinate all restitution paperwork necessary that involves city property damage.
Work cooperatively with other staff. Communicate effectively in a positive manner. Provide positive support to internal and external customers.
Follow all safety rules and procedures established for work areas.
Auxiliary Job Functions (expected to occupy 30% of clerk workload):
City Records, Retention Schedule and Archiving: This task entails organization of archive room and going through the proper channels for certificate of destruction. Task will eventually include digital archiving for indefinite retention and record-keeping purposes.
Code of Ordinance Book updates: This task will include working with City Recorder to annually make sure ordinance books and websites are updated in a timely and proper fashion.
Emergency Operation Plan (EOP) documentation updates: Monthly EOP meetings with department heads generate regular changes to EOP documentation. Clerk will be responsible for making sure these updates are done in a timely fashion.
Training and Meetings: Maintain proficiency by attending training conferences and meetings, reading materials and meeting with others in areas of responsibility. Maintain work areas in a clean and orderly manner.
Clerk is expected to be able to perform other duties as assigned, including of assistance of other tasks in the business office as needed for city hall staff coverage that including answering telephone calls and assisting with in-person questions and payments at Seaside City Hall.
Qualification and Skills:
Mandatory Requirements:
High School Diploma or GED Equivalent plus a minimum of two-years’ experience as Court Clerk or satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the duties of the position. Knowledge of police office procedures and methods, basic accounting and work processing software.
Desirable Requirements:
Knowledge of motor vehicle laws and other City/State laws related to infractions and misdemeanors within the purview of the Municipal Court.
Possession of Oregon Association for Court Administration certificate.
Knowledge of specific word processing software utilized within the department.
Special Requirements:
Successfully pass a criminal background check and drug screen prior to hire.
Physical Requirements:
While performing the duties of this position, the employee is frequently required to read, stand, sit, communicate, reach and manipulate objects, tools or controls.
The position requires mobility.
Duties involve moving materials weighing up to 10 pounds on a regular basis such as files, books, office equipment, etc., and may weigh up to 50 pounds.
Manual dexterity and coordination are required less than 50% of the work period while operating equipment such as computer keyboard, typewriter, calculator, and other standard office equipment.
Working Conditions: The noise level in the work environment is typical of most office environments.
The statements contained herein reflect general details as necessary to describe the principle functions of this job, the level of knowledge and skill typically required and the scope of responsibility. It should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.
Salary: Regular full-time position @ Range 38 ($49,060 – $59,616) per annum (DEQ) + fringe benefits. This is an Employees’ Association Represented position.
Applicants must submit complete job application, cover letter and resume to be considered for position, via online Applicant Pool process. City reserves the right to exclude applicants from process if all submission guidelines are not followed. Link to apply can be accessed directly at https://cityofseaside.applicantpool.com/jobs/.
