Court Clerk I

Provides administrative support and performs a variety of legal clerical functions for the Las Cruces Municipal Court, which involves clerical, cashiering/reconciliation, data entry, case preparation, entering and keeping records, issuing procedural and substantive due process, and customer service in accordance with City and Municipal Court policies and procedures.

Environmental Factors

Work is performed in a standard office environment. May perform in-jail arraignments on weekends. The employee may be exposed to hostile or violent situations that arise when dealing with individuals involved in court cases.

Physical Factors

Light physical demands. Frequent use of a personal computer and telephone.

Work Situation Factors

Position involves competing demands, performing multiple tasks, working to deadlines, occasional work beyond normal business hours, and responding to customer issues; may include mandatory overtime, varied work schedule, on-call status on weekends and holidays. Regular attendance is an essential function of this job to ensure continuity of services. Position is subject to drug testing in accordance with applicable State and Federal regulations and City of Las Cruces policies.

FIRST CONSIDERATION MAY BE GIVEN TO CURRENT CITY OF LAS CRUCES EMPLOYEES WHO MEET THE MINIMUM QUALIFICATIONS.

Meeting or exceeding the minimum requirements does not guarantee an invitation to participate in the process.

Full-time, regular, non-exempt position.

This position is graded RN06.

• Provides courteous, prompt, and knowledgeable customer service to clients of the court; issues, records, and processes warrants; researches computer data for warrants, prior violations, and other pertinent data; prepares and reviews a variety of court documents including notices of trial dates, violations of court orders, delinquencies in payments, refunds, bond conversion or refunds, driver’s license suspensions/revocations, judgments, and dispositions; responds to customer inquiries and complaints, both in person and on the telephone in accordance with court procedures.
• Performs a variety of accurate data entry of court dispositions, payments, traffic citations, criminal citations and other court-related information utilizing court-specific computer software in order to ensure that information is readily available and reliable; maintains statistical information and/or mandatory reporting, such as DWI and domestic violence convictions, on a monthly basis as assigned by the supervisor and maintains supply usage log on a monthly basis; responds to the requests of Municipal Court Judges for processing paperwork on sentences, plea agreements, arraignments, and confinement orders; maintains logs and records, calculates and prepares monthly statistical data.
• Collects, posts, and balances fines, fees, and bonds and accurately reconciles daily cash transactions using court-specific computer software ensuring proper collection methods are followed.
• Performs file management functions including alphabetical and numerical case filing, creating new case files, tracking case files, matching documents to case files.
• Receives records requests and ensures all items are logged into appropriate databases and spreadsheets; performs research based on various requests; checks and reviews dates and general accuracy.
• Opens and reopens case files; enters arrest information into an automated case management system; processes booking reports; issues Commitment, Release Orders and instructions; coordinates prisoner transportations; researches defendant inquiries, warrants, current driving history, and prior conviction history; schedules defendants for hearings, trial sessions, and court-required appointments; interviews and completes indigent applications for legal representation, and Payment Plan Agreements; prepares information for court-ordered programs as needed; interacts with various community agencies relating to court-ordered programs.
• Obtains, reviews, and discusses attendance records, treatment status, and progress reports with defendants, Dona Ana County Court Compliance department, and other agencies.
• Integrates and alphabetizes all paperwork sent to records on a daily basis; identifies and checks dates and signatures to ensure dockets are prepared accurately.
• Receives and processes traffic citations and ensures they are appropriately evaluated and filed; gathers and picks up citations and manages front window area when needed.
• Researches the monthly jail bill for inaccuracies; files court documents and receipts bond payments; balances and reconciles daily bond receipts.
• Reviews older cases to ensure they are appropriately scanned and ensure they are in the correct order and attach with appropriate docket; maintains records room with efficiency and organization.
• Updates, edits, and makes corrections on documents that have been submitted for various files and defendants.
• Reviews case files of defendants scheduled to be discharged from supervision to determine degree of compliance with ordered terms and conditions and eligibility for discharge; communicates and informs defendants of compliance violations and consequences; prepares affidavits for probation violation for defendants violating Court orders.
• Assists the courtroom processes including pre-trial hearings and arraignment hearings; maintains professional and appropriate courtroom decorum during arraignments, hearings and trials in the Municipal Court and at the Doña Ana County Detention Center; may provide Spanish language interpretations and translations to monolingual inmates during arraignments.

DISTINGUISHING CHARACTERISTICS: This is the entry level in the Court Clerk job family. Employees at this level are trained to prepare, examine and process legal documents in support of Court activities, utilizing clerical and customer service skills and limited application of specialized legal procedures and processes. As experience is gained, there is greater independence of action within established guidelines.

High School Diploma or GED and a minimum of one (1) year experience working in clerical work, cashiering customer service, or related field. A combination of education, experience, and training may be applied in accordance with City of Las Cruces policy.

Licenses/Certification(s)

Valid driver’s license is required. Position requires an acceptable driving record in accordance with City of Las Cruces policy. Prior Legal, or Court, clerical experience and Bilingual skills (English/Spanish) may be preferred.

Knowledge of: Basics of Las Cruces Municipal Code, Uniform Traffic Ordinance, and legal/court terminology; basic judicial processes; principles, practices, techniques, activities, rules, and regulations related to the operations and functions of the position and services provided; current principles of record keeping and records management; principles and practices of effective research methods and data analysis, customer service, and problem resolution techniques; occupational and environmental safety and health hazards, and safety practices; safe and effective use and maintenance of related tools, materials, and equipment; current methods and standards for preparing effective business correspondence; correct English usage, grammar, composition, spelling, punctuation and vocabulary; business and personal computers and related software applications; City organization, operations, policies, and procedures to effectively perform the required functions and duties of the position.

Ability to: Coordinate and perform legal clerical functions; understand and prepare legal documentation; assist with issuing warrants, sanctions and summons; take and process defendant pleas; receive and process court payments; balance cash drawers, perform a variety of duties and responsibilities and assess and prioritize multiple tasks, projects, and demands to meet deadlines; ensure appropriate levels of customer service to achieve expectations and meet objectives; read, understand, and assure compliance with a variety of policies, procedures, rules, standards, and regulations governing related activities and functions; collect applicable information and maintain accurate and timely records; maintain confidentiality of information and data; communicate effectively orally and in writing and use interpersonal skills to sufficiently exchange or convey information and receive work direction; prepare and present accurate and reliable information and reports; establish and maintain effective and appropriate working relationships with employees, other agencies, and the public; safely and effectively operate relevant tools, equipment, and motorized vehicles; navigate across even and uneven surfaces; timely and accurately enter data and update records using various mediums and formats; take initiative and exercise sound independent judgment within established procedural guidelines and carry out primary responsibilities in accordance with all governing regulations, statutes, and procedures to ensure achievement of goals and objectives.

Skills in: Explaining court procedures and processes in a clear, concise, and comprehensive manner to attorneys, litigants, and the public, reading, understanding, and applying relevant rules, ordinances, codes, regulations, policies, and procedures; effectively managing assignments; responding to inquiries timely and within the scope of delegated authority; responding appropriately, maintaining objectivity and freedom from prejudice, and exercising sound judgment and understanding in all interactions; effectively working independently, or as a team member, in various environments with changing priorities; preparing and presenting various reports, documents, forms, and correspondence; researching information, analyzing data, maintaining accurate records, and updating information in various mediums and formats; operating a personal computer with installed generic and specialized software; preparing and presenting information in a clear and concise manner; demonstrating appropriate and effective interpersonal communication and conflict resolution skills; performing highly effective support in assigned areas.