What are the responsibilities and job description for the Courtroom Clerk II position at Pima County?
Position Description
Duties/Responsibilities
- Research case files for completeness and accuracy and prepares the file for court;
- Conduct digital recording of courtroom proceedings to document parties’ statements and activity in the courtroom;
- Review case files prior to court to ensure proper documentation and advise the judge of the case status;
- Check defendants in prior to the beginning of court and enter their presence for digital recording purposes;
- Enter all case proceedings, dispositions, motions, and court calendar into the appropriate automated systems;
- Coordinate all calendar matters with judicial staff, attorneys, litigants, victims, and outside agencies according to judicial guidelines;
- Schedule events as ordered by the judge;
- Manage efficient case flow by ensuring future events are properly scheduled;
- Provide administrative and clerical support of a confidential nature to the judges including the Presiding Judge and judges handling a specialty court;
- Assist the attorneys and public to ensure they get relevant information pertaining to their case;
- Prepare and process appropriate documents from court proceedings and distribute the copies to the proper parties;
- Monitor and maintain the integrity of all evidence and exhibits admitted into the court record;
- Respond to staff, customer, and citizen inquiries and complaints, performs related research and resolves problem and complaints;
- Be comfortable with and have the ability to adapt to using a variety of different types of technology including but not limited to conducting court business in alternative court-authorized formats such as Zoom video and telephonic hearings;
- Operate various office equipment and applications including Zoom, desktop computers, video equipment, FTR digital recording equipment, and Spillman;
- In addition to regular courtroom duties, complete duties for Initial Appearance Court when assigned:
- Pull up, review, and print the Pima County Jail’s booking sheets;
- Process complaints, reports, and arresting paperwork;
- Prepare and distribute tentative and final Initial Appearance (IA) calendar;
- Complete Conditions of Release and Order forms in preparation for court;
- Schedule arraignments, pre-trials, case management, and preliminary hearings as ordered by the judge;
- Assign appointment of counsel and coordinates essential information with Indigent Defense and court staff;
- Copy audio requests, as needed;
- Requires the ability to work the weekend, holidays, and alternative work hours based on department needs. May require working at an off-site location.
Minimum Qualifications
An Associate’s Degree in Business Administration, Public Administration, paralegal studies, or a closely related field and one-year specialized experience working in a legal office environment; OR A certificate of completion in paralegal or legal assistant studies from an American Bar Association (ABA) approved program at an accredited college or university and one year specialized experience working in a legal office environment; OR A high school diploma or the equivalent and two years of specialized experience working in a legal office environment. Preference may be given to candidates with court experience.
Supplemental Information
Work Location: On-site
Requires the ability to work the weekend, holidays, and alternative work hours based on department needs. May require working at an off-site location.
Current Shifts, assignment will be based on court needs:
PM Initial Appearance, staffed Monday through Sunday, including holidays: 2:15 p.m. to 10:15 p.m.
AM Initial Appearance, staffed Monday through Sunday, including holidays: 4:30 a.m. to 12:30 p.m.
Courthouse Courtroom, staffed Monday through Friday: 8:00 a.m. to 5:00 p.m.