Deputy Court Clerk: (Full-Time)

The deadline to apply for this position is August 2, 2022 at 10:00 AM CST.

Position Purpose

Performs a wide variety of administrative support work for the Municipal Court. Works under the supervision of the Court Administrator.

Essential Functions

• Answers incoming calls, emails, voicemails, faxes and routes callers or provides information as required.
• Provides information/procedures to defendants to facilitate their response to a citation/complaint and solicits appropriate documents.
• Receives, processes and distributes all outgoing and incoming mail.
• Responds to information requests in a timely manner.
• Maintains filing system to create record control.
• Updates detailed case files, maintains up-to-date, correct court records, including status changes, adding clerk comments, and address changes.
• Processes courtesy letters weekly.
• Reports outstanding fines to collection agency, TXDMV, and Omnibase after sixty (60) days.
• Process failure to pay, failure to comply, failure to appear notices, warrants and show cause hearing and subpoenas.
• Prepares files for court use; processes timely notices to defendants of arraignments, trials and hearings.
• Assists in administering criminal proceedings and docketing.
• Assists in preparing correspondence and maintaining records; processes deferrals, jail sentences, probations, pre-sentence matters and failures.
• Responsible for fine collection by telephone, letter, and in reporting methods.
• Trains other staff members when required.
• Assists in the coordination of court matters with defendants, defense counsel, City prosecutor, police department, jail, and other agencies.
• Prepares reports for state and local agencies; prepares court dockets and files.
• Responds to requests from Municipal Judge, City Prosecutor, Police Department, Public Information Officer and others for assistance and information.
• Must translate for Municipal Judge, defendants, prosecutors etc. between Spanish and English.
• Maintains and manages all payment plan agreements.
• Maintains accurate warrant list.
• Responsible for processing the cash bond/fine payments from the jail.

Secondary Functions

• May assist the Human Resources Division with administrative support as assigned.
• Serves as the City Hall Receptionist when needed.
• Performs all other duties as assigned.

Capital and/or Fiscal Responsibility

• Responsible for adhering to all City of South Padre Island Purchasing Policies while performing purchasing tasks.

Credentials (minimum preferred)

Knowledge/Skills/Abilities

• Ability to effectively communicate verbally and in writing.
• Ability to read, write and speak English and Spanish.
• Considerable knowledge of modern office procedures.
• Working knowledge of computers and data processing.
• Ability to use Microsoft Office products such as Excel, Power Point and Word at an intermediate level.
• Some knowledge of Municipal Court procedures.
• Skill in the operation of the listed tools and equipment.
• Ability to maintain effective working relations with employees, other departments, officials and the public.
• Ability to maintain accurate records.
• Ability to perform effectively as a member of a team in carrying out the city’s mission and goals.
• Ability to read and interpret applicable state and local laws, ordinances or regulations concerning court operations.
• Ability to maintain a high level of professionalism and confidentiality.
• Knowledge of electronic records management procedures and computer information systems operation.
• Ability to deal effectively and courteously with associates and the general public.
• Must be able to maintain confidentiality of Court documents and records.

Formal Education/Certification/Licenses

• Graduation from high school or GED equivalent with course work in typing and/or general office practices.
• An Associates’ degree in a related field is preferred.
• Level I Clerk Certification preferred.

Prior Experience

• Two (2) years prior work experience in paralegal, municipal court, or administrative work or any equivalent combination of education and experience; equivalency to be determined by employer.

Language Requirements

• Bilingual: Spanish and English is required.

Tools and Equipment Used

Personal computer system, including word processing and specialized court software, calculator, phone, postage machine, copy machine, fax machine and recording system.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms.  The employee is occasionally required to walk; lift and/or move up to twenty-five (25) pounds.  Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Work is normally performed inside an air-conditioned office. The noise level in the work environment is usually moderately quiet.

Selection Guidelines

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.