Judicial Assistant

City of Yukon•Yukon, OK

23h

About The Position

Provides clerical, administrative, financial, and customer service support for Municipal Court operations. The role handles citation processing, docket preparation, scheduling, records management, document preparation, cash handling, and court-related financial transactions. It includes processing citations issued by the City of Yukon; preparing legal documents; conducting records checks; maintaining court records; preparing reports; and verifying, posting, reconciling, and balancing transactions for fines, fees, and other payments. The position works within established legal requirements, policies, and procedures and uses independent judgment and discretion when handling records, financial transactions, and routine court processes. It requires professionalism, accuracy, confidentiality, and effective communication with the public, court personnel, and other agencies. The Judicial Assistant works closely with the Court Clerk Administrator, Deputy Court Clerk, City Prosecutor, and Municipal Judge, and reports directly to the Court Clerk Administrator. Performance is evaluated through regular meetings, review of completed assignments, and adherence to court procedures. This position is classified as safety-sensitive under Oklahoma law because it involves access to confidential court and criminal justice information, including OLETS. Employees are subject to drug and alcohol testing, including random testing. Marijuana is included in the screening panel; a medical marijuana license does not exempt an employee from testing or the consequences of a positive result.

Requirements

High school diploma or GED, plus specialized schooling and/or on-the-job training in data processing, clerical or administrative work, or a related skill area, and two years of related experience and/or training; or an equivalent combination of education and experience.
Must possess a valid Oklahoma Driver’s License.
Fulfill the academic requirements of the Oklahoma Law Enforcement Telecommunications System Course and pass the examination to become a Certified Terminal Operator.
Knowledge of municipal court operations, applicable laws, court-related ordinances, policies, procedures, and administrative practices, or the ability to acquire and apply that knowledge.
Ability to use office management practices, computers, court management systems, specialized software, alphanumeric data entry, and 10-key data entry; the listed 10-key benchmark is 10,000 kpm.
Ability to accurately type, enter, process, retrieve, and maintain court records, case files, financial records, and other information with attention to detail.
Knowledge of basic accounting and bookkeeping principles and ability to perform arithmetic calculations accurately and maintain records of fines, bonds, fees, and time payments.
Ability to maintain strict confidentiality and exercise discretion when handling sensitive information, court records, and nonpublic proceedings.
Ability to communicate clearly and professionally verbally and in writing, explain court procedures, and address difficult or sensitive situations with tact and diplomacy.
Ability to deal effectively with difficult individuals and challenging circumstances involving criminal charges, court proceedings, and ordinance violations while maintaining professionalism and sound judgment.
Ability to exercise independent judgment, follow instructions, prioritize responsibilities, work efficiently with minimal supervision, and remain accountable.
Ability to establish and maintain effective working relationships with employees, supervisors, elected officials, and outside agencies.
Ability to comply consistently with City and departmental rules, regulations, policies, and established court procedures.
Ability to work independently and as part of a team while maintaining accuracy, organization, dependability, and professionalism in a fast-paced court environment.

Nice To Haves

Knowledge of Windows computer software applications, with experience in Word, Outlook, and Excel preferred.

Responsibilities

Open and prepare the court office for daily operations, including setting up counter computers, checking the overnight deposit box and cash receipt systems, verifying deposits, and ensuring the office remains operational during court proceedings.
Provide courteous customer service to the public, defendants, attorneys, law enforcement, and other agencies by responding to calls, emails, and in-person inquiries and explaining court procedures with tact and discretion.
Receive, process, enter, scan, index, file, and maintain citation, parking, adult criminal, and juvenile court records; establish and update case files, record dispositions, and coordinate records exchange with courts and authorized agencies.
Prepare, maintain, and process adult and juvenile court dockets, hearing notices, warrants, bond forfeitures, and other official court documents in accordance with court procedures and applicable laws.
Assist with court scheduling and courtroom preparation by verifying driving records, criminal histories, probation requirements, and other case information; assist with courtroom operations as needed.
Process citations, delinquent accounts, and warrant-related matters, including preparing and sending notices and correspondence, assisting with warrant processing, and coordinating warrant service.
Collect and process fines, fees, court costs, bonds, and payments; issue receipts; maintain financial records; balance cash drawers; verify transactions; and prepare departmental deposits.
Process driver’s license suspensions and releases and submit required case actions and dispositions to Service Oklahoma.
Conduct and assist with records checks and information requests from military branches, law enforcement, investigative agencies, insurance companies, the FBI, and other authorized entities, complying with disclosure laws and protecting confidential information.
Coordinate court-related matters with the Municipal Judge, City Prosecutor, Court Clerk Administrator, Deputy Court Clerk, Dispatch, law enforcement, other courts, and outside agencies.
Perform administrative and clerical duties, including processing mail, preparing correspondence, answering telephones, typing, filing, copying, scanning, and maintaining organized court records.
Follow court policies, procedures, and safe work practices; maintain professional conduct and positive relationships with the public and community.
Perform other related duties as assigned by the Court Clerk Administrator or Deputy Court Clerk.