Assistant Clerk of Courts

City of Reynoldsburg•Reynoldsburg, OH

2d•Onsite

About The Position

Under the direction of the Clerk of Courts, the Assistant Clerk of Courts assumes the Clerk’s duties in their absence. The position trains court office staff in office practices, procedures, and operations; assists the Clerk with problem solving; supports defendants, attorneys, staff, and members of the public; and performs court-related financial, case-processing, records, and administrative work. The role generates and reconciles financial reports, verifies staff funds and account balances, prepares and delivers bank deposits, and checks transaction distribution. It communicates court orders and procedures to defendants, prepares related documentation, updates case files and computer records, enters disposition information, and handles documents related to warrants, summonses, and incarceration or release. The position also responds to records requests, scans case files, coordinates with jail personnel, and performs traffic-case reporting and BMV-related tasks when electronic transmission is unavailable. Work is performed in a normal office environment, with contact with potentially violent or emotionally distraught persons. The position has no directly supervised positions.

Requirements

High school education, GED, or equivalent.
Two courses or one year of experience in word processing and spreadsheets.
Two courses or one year of experience or training in public relations.
Must have or obtain a Notary Public Commission within one year of employment.
Valid Ohio driver’s license.
Knowledge of court procedures, Reynoldsburg criminal and traffic code, and the Ohio Revised Code.
Knowledge of public relations, lead work, inventory control, employee training and development, human relations, accounting, and workforce planning.
Skill in personal computer, word processing, and spreadsheet applications, and use of office equipment.
Ability to interpret a wide variety of technical material in criminal codes and the Ohio Revised Code.
Ability to calculate fractions, decimals, and percentages.
Ability to use proper research methods to gather, collate, and classify information about data, people, or things.
Ability to resolve complaints.

Responsibilities

Assume the duties of the Clerk of Courts in the Clerk’s absence.
Train court office staff in office practices, procedures, and operations.
Assist the Clerk of Courts with problem solving.
Assist defendants, attorneys, and members of the public with court inquiries, payment processing, and other transactions.
Assist staff with incoming calls and voicemail messages.
Generate end-of-day financial reports using court software and reconcile funds received.
Verify that each staff member’s end-of-shift funds match their individual funds-received report.
Prepare the nightly bank deposit and deliver it to the Auditor’s Office on days funds are received.
Verify open bond amounts and analyze reports to verify account balances.
Analyze discrepancies in computer reports and advise the supervisor of needed corrections.
Advise defendants of court orders after conviction and prepare or complete documentation regarding those orders.
Update case files and computer records to reflect court orders.
Enter final disposition information into the computer and print bench warrants and summons-to-appear notices.
Complete case disposition information on fingerprint cards in case files and send the cards to the Bureau of Criminal Investigation.
Record case fees, run batch journals, and check transactions for proper account distribution.
Complete documents required to incarcerate or release defendants in the county jail.
Use fax and email to send documents and forms to courts or other governmental entities.
Contact jail representatives to verify that defendants reported to serve sentences or that jail personnel received release documents.
Scan completed case files in the court’s storage software in weekly rotation with deputy clerks.
Respond to records requests received by fax, email, or in person, in weekly rotation with deputy clerks.
Pull court files for defendants who did not report to court for a magistrate to review.
Complete traffic conviction information on required forms when electronic transmission is unavailable.
Assess point values under the Ohio Revised Code for violations and record BMV offense codes when electronic transmission is unavailable.
Mail forms to the Bureau of Motor Vehicles as required.
Communicate with defendants, attorneys, the public, and others about court procedures, defendants’ rights and options, fines, costs, bonds, sentences, and referrals.
Prepare paperwork based on decisions made by defendants or defense attorneys.
Schedule continued cases, copy documents for public records requests, collect receipts, record payments, and complete bank deposit slips.
Attend meetings, seminars, conferences, and professional organization activities when requested.
Remain informed about developments and procedures pertinent to the position.
Participate in staff development activities and service review procedures, and attend staff meetings.
Maintain required licenses and certificates.
Meet job safety requirements and applicable OSHA standards relevant to essential functions.
Maintain regular and predictable attendance and perform other related duties as assigned.