FOR INQUIRIES, PLEASE CONTACT THE EMPLOYER:
Greene County Juvenile Court
Juvenile Detention Center
2100 Greene Way Boulevard
Xenia, OH 45385
937-562-4000
FUNCTION:
A Deputy Clerk is responsible for filing and maintaining an accurate record of all legal transactions processed through the Juvenile Clerk of Courts Office. This includes processing complaints; preparing entries, both inside and outside of the courtroom; and interacting with the public.
This position is an unclassified employee pursuant to Ohio Revised Code Section 124.11(A)(9) and serves at the pleasure of the Judge pursuant to Ohio Revised Code Section 2151.13.
JOB DUTIES (Examples may not be comprehensive):
•Case Intake & Processing: Receive, review, and process a wide range of juvenile court filings, including complaints, motions, expungements, and related legal documents. Ensure all filings are complete, compliant with court procedures, and accurately entered into the court’s case management system in a timely manner.
•Case and File Management: Assign and track case numbers; create and maintain official case files. Accurately docket, journalize, and index all case activity to ensure a complete and legally sound record of proceedings.
•Court Document Preparation & Information Distribution: Prepare, generate, and issue official court documents including hearing notices, summons, subpoenas, warrants, and other legal correspondence. Coordinate proper service of documents via mail or appropriate agencies and monitor return of service. Provide written materials and guidance regarding court programs, procedures, and services to ensure public understanding and accessibility.
•Docketing & Record Maintenance: Maintain accurate, up-to-date records of all filings, hearings, and case actions. Ensure all entries are properly recorded, filed, and retrievable in accordance with court policies and legal standards.
•Courtroom Support & Hearing Coordination: Assist in the preparation of case files for court hearings and attend proceedings as required. Record court outcomes, update dockets in real time, and process post-hearing documentation for distribution to all parties.
•Financial Processing: Receive, process, and accurately record payments for fines, fees, and court costs. Issue receipts and maintain financial records in compliance with court policies and auditing standards.
•Customer Service & Public Assistance: Serve as a primary point of contact for the public, attorneys, and other stakeholders. Respond to in-person and telephone inquiries, provide procedural information (not legal advice), and assist individuals in navigating court processes with professionalism and courtesy.
•Data Entry & Technology Use: Utilize case management systems, e-filing platforms, and standard office software to input, retrieve, and manage case information. Scan, upload, and process digital documents while ensuring data accuracy and integrity.
•Mail & Service Processing: Handle incoming and outgoing mail, including certified and electronic service. Track service status, reissue documents when necessary, and ensure compliance with notification requirements.
•Confidentiality & Compliance: Maintain strict confidentiality of sensitive and non-public information. Adhere to all court policies, procedures, and ethical standards regarding records management and information security.
•Work Environment & Flexibility: Perform duties in both courtroom and office settings, managing multiple tasks in a fast-paced environment. Demonstrate adaptability, attention to detail, and the ability to prioritize competing deadlines.
•Collaboration & Professional Conduct: Work collaboratively with judges, magistrates, court administration, attorneys, law enforcement, and fellow staff. Exhibit professionalism, reliability, and a commitment to high-quality public service.
•Additional Duties: Perform any other duties as assigned by the Judge, Court Administrator, or Chief Deputy Clerk to support the efficient operation of the Juvenile Court.
MINIMUM REQUIREMENTS (Examples may not be comprehensive):
•High School diploma is required.
•Paralegal degree and/or a combination of education and experience sufficient to successfully perform the responsibilities of the position is desired.
•Satisfactory completion of a criminal background check and professional reference check; affirmative duty to report prior and/or current misconduct; confirmation of valid Drivers’ license; and confirmation of degrees, licenses and or/certificates. Misconduct includes any criminal charges, traffic violations, substantiated child abuse charges or convictions, substantiated allegations of sexual abuse or sexual harassment involving your former or current employer, and any news worthy information that may be detrimental to the employee or Greene County Juvenile Court.
REQUIRED KNOWLEDGE, SKILLS & ABILITIES (Examples may not be comprehensive/job related skills may be acquired pursuant to on-the-job training):
•Knowledge of the juvenile justice system, court and clerk related practices, principles, laws and operations is preferred.
•Proficiency in operating a personal computer and using, or being able to learn, Microsoft Office products including Word, Outlook and Excel.
•Typing or keyboard ability to 50 wpm accurately.
•Ability to prioritize work, perform a variety of duties and manage a variety of projects simultaneously in a high-pressure atmosphere under time constraints.
•Ability to effectively and professionally communicate verbally and in writing to a diverse audience.
•Demonstrated dependability, reliability and excellent attendance record.
•Patience, objectivity, maturity, effectiveness under stress, initiative, adaptability and sound judgment.
•Ability to lift items up to 25 pounds.
WORK CONDITIONS (Examples may not be comprehensive):
Greene County Juvenile Court is located at 2100 Greene Way Blvd, Xenia, OH 45385; the Assessment and Intervention Centers are located immediately behind the Court at 701-Dayton-Xenia Road, Xenia OH 45385. The Juvenile Court campus includes the Court, Detention Center, Miami Valley Juvenile Rehabilitation Center, and Assessment and Intervention Centers, as well as accompanying outdoor spaces.
Exposure to work conditions may range from remote to frequent based on circumstance and factors that may not be predictable. Duties may require bending, crouching, kneeling, reaching, standing and lifting up to 50 pounds. Duties may require operating and/or riding in a vehicle. Duties will require working under time constraints to meet deadlines. Potential for exposure to adverse weather conditions and temperature extremes. Potential for adverse contact with aggressive, disruptive and/or unruly individuals. Potential for exposure to blood-borne pathogens and communicable diseases.
TRAINING & DEVELOPMENT (Examples may not be comprehensive):
Required training includes but is not limited to:
•The Clerk’s Office provides individualized training for all job functions listed, as well as annual training through clerk’s conferences and seminars. All staff are provided training on fire safety, hazardous materials and communication, and defensive driving. All staff are provided with online training modules through the Supreme Court of Ohio, including but not limited to: Security for Court Staff, Legal Information vs. Advice, Professional Ethics, etc.
NOTICES
Court Expectations of Employee: In completing the duties and responsibilities of the position, the Court expects the employee will adhere to all court policies, guidelines, practices and procedures; act as a role model both inside and outside the Court; maintain the confidentiality of sensitive matters; perform duties as workload necessitates in a timely, accurate and thorough manner; be conscientious about meeting productivity standards; and communicate regularly with the Judge about all Court related issues.
Routine work hours will be between 8:00 a.m. to 4:00 p.m., Monday through Friday. Employees of the Court are at-will employees and serve at the pleasure of the Court; they are not in the classified civil service system and are not members of bargaining units.
While Ohio has approved medical and recreational marijuana, the law does not require employers to permit or accommodate an employee’s use, possession, or distribution of marijuana. Greene County is a drug-free workplace. Employees are required to comply with all applicable local, state, and federal laws regarding drug-free workplaces and while working for the County, will be required to follow the County’s drug-free workplace policy. Employees cannot work under the influence of, purchase, transfer, sell, manufacture, deliver, dispense, use, or possess illegal drugs, alcohol, marijuana (medical or recreational), or misuse/abuse prescription drugs in any way.
The Greene County Juvenile Court is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, sex, sexual orientation, genetic information, religion, age, disability or military status in employment or the provision of services.
All Juvenile Court employees are mandated reporters required to report harassment, abuse and/or neglect pursuant to established policy and procedure. This includes making reports to Children Services when abuse and/or neglect is suspected.
