Municipal Court Clerk I
Group: City of Canby
Location: Canby, OR
Salary Range: $48,540.00 - $62,592.00
Deadline Information:
Deadline Date: 07/14/2024
Posted Date: 06/26/2024
Website: https://www.governmentjobs.com/careers/canbyoregon/
Contact Information for Applicants
Teresa Spellman
spellmant@canbyoregon.gov
503-266-0638
The City of Canby is recruiting for a Full-Time Municipal Court Clerk I. This customer service position will be one of the primary points of contact for visitors to the City offices. The typical schedule for this position is Monday - Friday 8:00am - 5:00pm.
Perform a variety of routine administrative support activities of a limited to moderate complexity which contribute to efficient Canby Municipal Court operations and require a basic understanding of department and City programs and procedures. This position supports the daily operations and front counter of the municipal court, accepting payments, and making payment arrangements of municipal court fines and assessments. Handles confidential matters with discretion and professionalism. Provide excellent customer service.
A variety of moderately difficult to complex tasks are performed within generally defined procedures and are reviewed periodically for accuracy, adherence to established policies and procedures, quality and thoroughness. Work is performed under general supervision and assistance is readily available from supervisor(s). This classification is expected to function independently in daily tasks and required to use judgment on non-routine matters. Problems are identified and solved, and unusual/complex problems are referred to a supervisor.
Duties and Responsibilities:
The individual in this position is expected to engage in the following work-related activities.
Provide customer service for court/administration and be responsive to customer needs. Greet visitors and answer telephone, determine nature of visit/call, direct to appropriate person, or take and relay messages in absence or preoccupation of department personnel. Respond to routine, non-routine and technical questions from internal and external customers.
Provide skilled administrative work, processing court transactions with a high degree of public contact. Prepare accurate and timely reports. Act as a notary public. Tactfully answer a variety of questions about court transactions.
Coordinate court matters with the Judge, defendants, police, and other levels of the criminal justice system; document decisions in case files using electronic court system.
May attend court sessions and perform a variety of courtroom related tasks as needed. Assist Supervisor in coordinating jury trials.
Responsible for Department of Motor Vehicles (DMV) inquiries, corrections, and data maintenance in the specialized software regarding parking violations. Oversee Uturn 180 program.
Accept, process, and deposit cash receipts; process refunds as appropriate. Establish and monitor payment plan agreements. Assist with bank deposits. Collect monies for fines, fees and bails; receipt and credit payments for fines, bails, parking payments, and traffic citation assessments.
Type routine and non-routine letters, memos and other material from general instructions. Proofread, review for grammar, and edit documents as necessary. Examine documents for completeness and accuracy. May correct errors as necessary.
Create templates, presentation materials, charts and graphics. Develop and maintain databases for tracking departmental/program information; create reports as needed. Prepare information packets for use within the department.
Assist with documentation of court policies and procedures; keeping them up to date to accommodate changing rules, regulations, situations and process improvements. Ensure systems comply with applicable laws and codes and are efficient operating systems. Provide instruction to other staff on policies and procedures as needed.
Perform a variety of routine administrative activities, such as photocopying, mail, faxing, filing, sorting documents, etc. Process and distribute incoming and outgoing mail. Track, order and maintain office supplies. Initiate and process work orders, purchase orders, etc., as needed.
Compile individual files for traffic and misdemeanor complaints. Write and process timely notices to defendants for arraignments, trials and hearings; construct new case files, filing and retrieving documents as necessary.
Maintain files and court records to ensure easy retrieval, safety and integrity of files and records, in accordance with established retention guidelines.
Maintain positive and cooperative working relationships with City staff, other organizations, and the general public. Promote professional and courteous behavior with a creative approach to problem resolution that creates a positive workplace environment. Interact with emotional and difficult people in a professional and tactful manner.
Develop safe work habits and contribute to the safety of self, co-workers, and the general public. Follow all safety rules and procedures for work areas.
Assist with department needs and performs additional duties as assigned by Court Supervisor.
Competency Profile
The individual in this position is expected to possess or acquire:
Thorough knowledge and understanding of department and City programs and procedures.
General knowledge of office practices and procedures, business English, word processing and spreadsheet software, clerical practices, research methods, report composition and preparation techniques.
Ability to operate general office equipment.
Ability to assemble, organize and present statistical, financial and factual information derived from a variety of original and secondary sources.
Ability to establish and maintain effective working relationships with employees, officials and the general public.
Ability to exercise resourcefulness, tact and perspective in developing solutions and recommending new techniques.
Ability to use good judgment in prioritizing daily and routine responsibilities and work efficiently and effectively in a fast-paced environment which includes changing priorities and frequent interruptions.
Ability to maintain sensitive and confidential information.
Ability to accurately count money, make change, and balance accounts.
Ability to deal with emotional and difficult people in a professional and tactful manner.
Great attention to detail
Job Qualification Requirements:
Minimum Qualifications
High School Diploma or General Equivalency Diploma (GED);
Three years of general office experience;
Or any satisfactory combination of education, experience, and training that demonstrates the knowledge, skills, and abilities to perform the above duties.
Must be able to pass the department’s security clearance standards.
Must be LEDS certified at time of hire or obtain certification within sixty (60) days of hire.
Public Notary certification or ability to obtain within six months of hire.
Certification as an Oregon Association for Court Administration (OACA) Professional Court Leader or obtain within an agreed upon timeframe.
Preferred Qualifications
Prior work experience in a municipal court setting or legal/law office.
Spanish bilingual.
Working Conditions and Supplemental Information:
Mental effort
Usually, normal concentration and deadlines with occasional periods of sustained deadline pressure.
Physical effort
Minimal: While performing the duties of this position, the employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach and manipulate objects. The position requires mobility. Duties involve moving materials weighing up to 5 pounds on a regular basis such as files, books, office equipment, etc., and may infrequently require moving materials weighing up to 10 pounds. Manual dexterity and coordination are required over 50% of the work period while operating equipment such as computer keyboard, calculator, and standard office equipment.
Work environment
Everyday Risks/Discomforts: Usual office working conditions. The work area is adequately lighted, heated, and ventilated. The noise level in the work area is typical of most office environments with telephones, personal interruptions, and background noises. Frequent contact with citizens, law enforcement, judges, and other government agencies.
High Risks/Discomforts: May encounter customers who are very angry and hostile. During court sessions, defendants may become escalated and are sometimes unpredictable.