Courtroom Clerk 1 - Various Locations (Clerk of the Court and Comptroller)

Minimum Qualifications

High school diploma or GED. One year of advanced clerical experience is required. Completion of coursework may substitute for the required experience on a year-for-year basis. Must be able to work all shifts and/or weekends.

Recruitment Notes

POSITION SUMMARY

This position provides specialized clerical and courtroom support to ensure the accurate and efficient processing of cases scheduled before the Court within the different departments of the Clerk of the Court and Comptroller (COCC). The role involves assembling and reviewing case files for completeness, verifying notifications to parties, and maintaining detailed records of courtroom proceedings. The employee attends court sessions, administers oaths, manages exhibits, records trial and hearing activities, and documents verdicts and sentencing information for the preparation of official orders. Additional responsibilities include obtaining and transmitting orders for judicial signature, distributing case files for further processing, docketing documents filed in court, and providing information to attorneys and other justice partners regarding case status. The position also serves as a liaison for the preparation and routing of legal documents, instructs staff on proper order preparation and formatting, and ensures the accuracy and completeness of case related materials. Work requires strong attention to detail, familiarity with court procedures, and the ability to interact professionally with judges, attorneys, defendants, and the public while performing related duties as assigned.

PREFERRED QUALIFICATIONS

• Experience in a court quasi-judicial, public hearing, or law enforcement environment is preferred, especially working as a Court Records Specialist 1, Court Records Specialist 2, serving in a temporary courtroom clerk capacity within the COCC, or having completed a COCC Internship Program.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assembles and reviews case files for cases on the court calendar; ensures that jury case files are complete for court action, obtaining missing documents as necessary; places unfilled documents in appropriate case files.
• Checks court notices to verify if parties were notified.
• Makes appropriate announcements and responses to the Court regarding case files or other information as requested.
• Records summary information on cases, such as hearing type, name of counsel and defendant, and case progress, such as motions and notices of hearing.
• Swears in witnesses, interpreters, and jurors.
• Attends court throughout sessions.
• Takes custody of, marks and disburses exhibits and evidence.
• Enters into minutes all trial, jury and non-jury, proceedings.
• Records in detail both verdicts and sentencing, including specific information for subsequent preparation of court orders.
• Obtains various forms and orders needed for judges' signature.
• Prepares and certifies copy orders of transportation to transport juveniles to and from areas of confinement and to transport adults from jail for dependency proceedings.
• Reviews files for accuracy and completeness.
• Follows up on court-related documents.
• Distributes case files to designated areas for processing.
• Instructs typists in the completion of various court orders and reviews completed documents for proper format and accuracy of detail.
• Transmits orders for judge's signature.
• Research and process orders received from judge, and provides copies of court orders to defendants.
• Dockets documents filed in court.
• Answers inquiries from the State Attorney's Office and the Public Defender's Office concerning the content or status of cases scheduled or in progress.
• Acts as liaison regarding court orders and regarding the filing of various legal documents charging individuals with specific crimes.
• Performs related work as required.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of courtroom procedures for non-trial and jury trial proceedings.
• Knowledge of established procedures and workflow in the Civil, Family, Probate or District areas of assignment.
• Knowledge of regulations and provisions of statutes relating to the civil, family, probate, or district court areas.
• Knowledge of the form and use of various legal instruments pertinent to the different court areas.
• Ability to process court documents efficiently, accurately, and independently.
• Ability to attend court with observance of proper decorum and with necessary attention to all pertinent detail.
• Ability to exercise care in the recording of court proceedings.
• Effective communication skills for interacting with judges, law enforcement personnel, jurors, attorneys, and the public.
• Ability to record court orders in exact detail and ensure accurate preparation of final court order documents.
• Strong attention to detail when reviewing case files and legal documents.
• Ability to maintain confidentiality and safeguard sensitive or legal information.
• Ability to maintain composure and professionalism when working with distressed, confused, or confrontational individuals.
• Ability to manage multiple tasks efficiently while handling simultaneous responsibilities.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

Work is primarily performed in an office, and/or courtroom environment. Duties may involve light lifting (up to 10 lbs) and sitting or standing for extended periods.

NOTE

This description is a representative summary of major job duties. Additional responsibilities may be assigned as necessary.