Chief Clerk (Grade 11)

Yuma County•Yuma, AZ

5d•Onsite

About The Position

This position is advertised from the minimum to the mid-point hourly rate. Salary will be determined based on education and experience at the time of offer. Under minimal supervision, performs lead supervisory clerical work in the support and operations of a court; this position has department specific responsibility. Oversees Justice Court operations within specific areas of assignment; responds to inquiries from staff, other agencies and the public within scope of authority; accepts and verifies documents and records, checking for accuracy and completeness; creates and maintains case files and records of court proceedings; assists in coordinating court calendar; issues warrants and approves court continuances as directed; supervises, trains, coordinates and oversees day-to-day activities of assign staff; provides training, instruction, and orientation to new employees; participates in interviewing and selecting new employees; maintains personnel files and time sheet records; determines work schedules; oversees and processes of all civil and small claim cases within strict deadlines in accordance with the Justice Court Rules of Civil Procedure (JRCP Rules); responsible for the preparation of cases, manages all civil motions, prepares files for review, prepares Orders, set and calendar hearings and monitor all civil appeal; manages and directs the preparation of determinations of bond forfeiture; reviews all pending and outstanding bonds. Responsible for collecting, processing and recording of monies received through the court, and reviews and verifies accounting records; verifies the reconciliations against the cash drawer balance report; prepares the monies to be deposited on a daily basis; maintains financial activities, receipts summary, bank reconciliations and records; researches, evaluates and compiles statistical information for reporting; assists with flow of case-related information from judges and staff to local and state agencies; and the development of statistical, operational and financial reports; coordinates procedures with law enforcement or Constable to make sue due process is met on Protective Orders and Eviction Actions; may serves as a bailiff, if needed; maintains absolute confidentiality of cases and victim information; regular and reliable attendance is required; performs other duties as assigned.

Requirements

Associate’s degree in business, public administration, administration of justice or closely related field
Five (5) year of Justice Court clerical work experience, including two (2) years of supervisory experience
OR an equivalent combination of education and experience
Requires successful completion of a background check
Knowledge of State statutes, court rules or procedure and administrative orders
Knowledge of County policies and procedures
Knowledge of court procedures, legal terminology and legal requirements for Justice Court operations and case processing
Knowledge of rules and regulations regarding jury activity and courtroom behavior
Knowledge of principles and practices of supervision and skills training
Knowledge of modern office practices, procedures and equipment
Knowledge of bookkeeping and accounting methods
Skill in prioritizing work assignments to meet time constraints
Skill in maintaining confidentiality of court and public documents
Skill in operating office equipment
Skill in preparing clear and comprehensive written and statistical reports
Skill in establishing effective working relationships with employees, other agencies and the public
Skill in following written and verbal instructions
Skill in communicating effectively verbally and in writing
Ability to effectively respond to phone calls, emails and complaints in a timely manner
Ability to plan, prioritizes, manages and responds to multiple assignments in a fast-paced environment
Ability to read, write, research, synthesizes data and detailed reports
Ability to assign and lead the work of others
Ability to use modern office equipment and computers
Ability to communicate effectively verbally and written
Ability to lift up to 5 – 25 lbs
Ability to perform the essential functions of the job specifications with or without a reasonable accommodation

Responsibilities

Oversees Justice Court operations within specific areas of assignment
Responds to inquiries from staff, other agencies and the public within scope of authority
Accepts and verifies documents and records, checking for accuracy and completeness
Creates and maintains case files and records of court proceedings
Assists in coordinating court calendar
Issues warrants and approves court continuances as directed
Supervises, trains, coordinates and oversees day-to-day activities of assign staff
Provides training, instruction, and orientation to new employees
Participates in interviewing and selecting new employees
Maintains personnel files and time sheet records
Determines work schedules
Oversees and processes of all civil and small claim cases within strict deadlines in accordance with the Justice Court Rules of Civil Procedure (JRCP Rules)
Responsible for the preparation of cases, manages all civil motions, prepares files for review, prepares Orders, set and calendar hearings and monitor all civil appeal
Manages and directs the preparation of determinations of bond forfeiture
Reviews all pending and outstanding bonds
Responsible for collecting, processing and recording of monies received through the court, and reviews and verifies accounting records
Verifies the reconciliations against the cash drawer balance report
Prepares the monies to be deposited on a daily basis
Maintains financial activities, receipts summary, bank reconciliations and records
Researches, evaluates and compiles statistical information for reporting
Assists with flow of case-related information from judges and staff to local and state agencies; and the development of statistical, operational and financial reports
Coordinates procedures with law enforcement or Constable to make sue due process is met on Protective Orders and Eviction Actions
May serves as a bailiff, if needed
Maintains absolute confidentiality of cases and victim information
Regular and reliable attendance is required
Performs other duties as assigned