Job Details

Job Summary:

Under general direction of the City Secretary, the incumbent performs all administrative functions of a single person court staff, for the Westworth Village & Westover Hills Municipal Courts; working with the Legal community, City Prosecutors, and Judges. Position is highly visible involving contact with the general public; dealing with sensitive and confidential issues and occasionally involves conflict, requiring considerable judgment and tact.

Principle Duties and Responsibilities:

This information is intended to be descriptive of the key responsibilities of the position. The following examples do not identify all duties performed by any single incumbent.

• Establish and maintain an effective working relationship with general public, co-workers, legal community, and City Officials through excellent customer service and communication skills via phone, fax, email or in person, to answer questions, disseminate or explain information, take orders and address complaints, etc
• Generate and maintain court and business documents: letters, invoices, policies, reports, spreadsheets, correspondence, messages, emails, faxes; in accordance with the Records Retention Schedule.
• Maintain knowledge of state and municipal laws, policies, codes, and regulations
• Handle confidential matters with discretion
• Understand and follow oral and written instructions
• Communicate clearly and effectively, orally and in writing
• Coordinates all court activities including jury selection, notification, and utilization; case scheduling and tracking; personnel assignments; and space and equipment allocation to accomplish orderly processing of court cases.
• Investigates problems that affect case flow and recommends or implements corrective measures.
• Compiles and analyzes data on court activity to monitor management performance and prepare activity reports.
• Conducts research to analyze current and alternative personnel, facilities, and data management systems and consults with judicial staff of court to evaluate findings and recommendations.
• Resolves questions and complaints raised by court personnel, attorneys, and members of other organizations and the public.
• Prepares docket or calendar of cases to be called.
• Explains procedures or forms to parties in cases.
• Secures information for judges; contacts witnesses, attorneys, and litigants to obtain information for court; instructs parties when to appear in court.
• Administers oath to witnesses.
• Records minutes of court proceedings and transcribes testimony.
• Collects court fees or fines and records amounts collected.
• Performs other duties as may be assigned.

Education, Certification and Experience:

• Level 1 Court Clerk Certification required; Level 2 preferred
• Associate Degree with at least 3 years office administration experience or at least 5 years of experience in any combination of preferred specialty skill sets:
• Court Officer, Clerk, Administration
• Legal Office Administration/Management
• Must possess or be eligible to obtain Notary Public registration.
• Considerable knowledge of general office equipment and procedures.
• Excellent computer skills (Microsoft Office 365, TYLER CONTENT MANAGER/INCODE 10, Brazos Ticker Writer Software)
• Pleasant and distinct telephone voice, good verbal fluency and grammar, and professional appearance.
• Knowledge of English grammar, punctuation, spelling, and numerical skills.
• Ability to pass a background investigation including fingerprint submission, prior to hire.
• Possession of a Valid Texas Class C Driver’s License

Physical and Environmental Conditions:

Duties are generally performed within the city limits in an indoor setting. On occasions, there will be times when services are to be performed outside the city. The physical demands and work environment are representative of those that must be met by an employee to successfully perform the principal duties and responsibilities (essential functions) of this position or which the employee will encounter. While performing the duties of this job, the employee is subject to prolonged periods of sitting and is frequently required to stand, walk, reach, kneel and bend. The employee must have normal vision, hearing and understandable articulation. The employee must occasionally lift and/or move 25-pound objects. The noise level of the work environment ranges from generally quiet to moderately loud. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee must be comfortable working alone the majority of the day, as the court is in a remote part of the building.

Social

• Ability to positively interact with all social and economic backgrounds to provide excellent customer service.
• Ability to work independently and as part of a team.