Job Details

Job Title

Performs specialized, complex office support and clerical work of a technical nature in support of Gila County Court system.

Essential Duties and Responsibilities

Supervisory responsibilities: This position does not supervise other employees.

Essential duties and responsibilities - time spent:

• Receives, computes, classifies and posts fees or fines for criminal, family law, civil, probate and guardianship cases; issues receipts; reconciles cash drawer, lists data on indexes and cross reference systems and enters information and documents into established filing and data systems, uses indexes and researches information, maintains and controls complex filing systems. - 20%
• May be required to travel to satellite offices; may act as back up for Courtroom Clerk IV; completes mandatory 16 hours of continuing education and United States Passport Agent certification yearly; operates a variety of office machines. - 20%
• Analyzes dockets and indexes; processes legal documents, judgments, and minute entries. May issue marriage licenses and record returned licenses. May receive and process passport applications. - 15%
• Maintains legal files and indices; checks files in and out using automated file tracking system; oversees vault which contains court files and microfilm; enters and maintains data in automated court case management system; receipting documents; prepares and processes formal orders; answers telephones; maintains, monitors, reviews disposition of case files. Maintains awareness of rules governing destruction of court records for microfilming purposes; prepares and arranges for files to be sent for microfilming; confirms accuracy of records when returned from microfilming; and maintains microfilm. - 15%
• Assists the public without giving legal advice. - 10%
• Digitizes all court documents - 10%
• Prepares legal papers according to court orders; receives and composes correspondence; notarizes documents; maintains logs, work production records and composes routine reports related to court actions and cases. - 10%
• Performs other duties as assigned.

Budget responsibilities: This position provides research support on elected office level budget.

Project responsibilities: This position does not have project responsibilities.

Oral communication duties: This position responds to public inquiries and explains County procedures or processes.

Written communication duties: This position creates or edits documents, internal memos, emails and formal letters.

Interactions with the general public: Interacts extensively with employees, customers, the general public, vendors, regulatory bodies, and other groups and/or individuals and institutions over the telephone, by e-mail, and/or in person.

Interactions specifically with customers: Frequently (More than 25% but less than 40% in a year).

Minimum Education/Directly Related Experience Required

Minimum education required: High School Diploma or GED with additional specialized or technical training courses.

Minimum years of directly related experience required: One (1) year experience or equivalent combination of education, training and experience.

Professional credentials required: Must possess and maintain a valid Driver's License.

Supplemental Information

Knowledge required: Clerical, customer and personal service, training, English language and composition, law and government.

Skills required: Active learning, active listening, reading, communicating diplomatically, customer service, problem solving, multi-tasking, typing and data entry.

Abilities required: Make sense of multiple information, focus, maintain calm demeanor in stressful situations, follow orders, recognize problems, speak clearly and sensibly, read and write at professional level and multi task.

Physical demands: Occasionally stands to attend to cash register and to attend to customers. Regularly sits to complete reports and to operate special equipment. Routinely sits to attend to other duties. Constantly requires dexterity for keyboard operation. Incumbents in this position may be required to routinely walk to and from work sites, bend, stoop and occasionally twist. Occasionally lifts a maximum of 25 lbs.

Work environment: Incumbents in this position constantly spends time in office environment; in lobby environment; and in library, courtroom or other public access areas, automobile or vehicle.

Safety risk exposure: Incumbents in this position are generally not exposed to safety risk. Occasionally, may become exposed to telephone verbal abuse by customers or citizens and/or individuals with high level of emotional distress.

Protective gear & safety manuals: Incumbents in this position are required to constantly follow written safety procedures and manuals relevant to the division or department.

Consequences of error: Potential errors can cause inconveniences to other employees, and/or delays in related work areas. Delays of services are possible.