Deputy Court Clerk

Deputy Court Clerk

The Deputy Court Clerk provides clerical, financial, and courtroom support to ensure the efficient operation of the Municipal Court, with a strong emphasis on customer service and direct interaction with the public. This position assists with case processing, docket preparation, recordkeeping, and courtroom administration, including performing clerk and bailiff duties during court sessions. The Deputy Court Clerk is responsible for maintaining accurate court files, processing payments and financial transactions, preparing correspondence, and coordinating with defendants, attorneys, law enforcement, and other agencies. The role requires professionalism, confidentiality, and effective communication skills to explain court procedures, sentencing requirements, and payment options to the public. The Deputy Court Clerk is expected to uphold the City's Mission, Vision, and Core Values while fostering a professional, collaborative, and service-oriented court environment.

Duties and Responsibilities

• Coordinates with the Police Department and other agencies; processes cancellations of warrants and outstanding judgments; prepares subpoenas and evidence requests.
• Performs accounting duties, including balancing and reconciling daily cash receipts, processing payments for fines, fees, and bonds, and verifying and submitting deposits to Finance.
• Maintains a working knowledge of court procedures, laws, regulations, and orders; assumes Court Administrator responsibilities in their absence as assigned.
• Conducts research by obtaining driving and criminal history records, retrieving files, reviewing financial information to determine indigency, and verifying completion of court-ordered public service, classes, or programs.
• Prepares and organizes the courtroom for sessions; performs clerk and bailiff duties, including attending court, recording proceedings, marking and maintaining exhibits, preparing orders and judgments, and distributing court forms.
• Opens, sorts, and processes incoming mail; prepares correspondence; responds to inquiries regarding court policies, regulations, and procedures; reviews and processes forms and documentation.
• Manages administrative tasks to ensure workflow efficiency; prepares correspondence with defendants and outside agencies such as the National Crime Information Center (NCIC), Colorado Crime Information Center (CCIC), Colorado Bureau of Investigation (CBI), Department of Motor Vehicles (DMV), and the Office of Personnel Management (OPM); maintains office supplies.
• Enters and updates case information in the court database, including defendant details, case types, court dates, payment plans, warrants, outstanding judgments, and show cause citations.
• Serves as custodian of court files; maintains confidentiality; organizes, logs, and tracks tickets; prepares dockets; maintains and closes case files; and purges records in accordance with retention policies.
• Explains terms and conditions of probation and other sentences imposed by the Court; refers defendants to appropriate programs and resources to fulfill sentencing requirements.
• Maintains and promotes a positive, collaborative culture within the City organization, demonstrating and supporting the City's Mission, Vision, and Core Values.
• Establishes and maintains effective working relationships with citizens, coworkers, and other stakeholders.
• Performs other duties and special projects as assigned by the Court Administrator, Assistant City Attorney, or City Attorney.

Supervisor Duties

This position has no supervisory responsibilities.

Work Environment

Duties are primarily performed in a professional office and courtroom setting within a secure municipal facility. The noise level is generally moderate, with routine exposure to office equipment, phones, and conversations, as well as occasional periods of heightened noise during court sessions or when the courtroom is full. The position requires frequent interaction with judges, attorneys, defendants, law enforcement officers, and members of the public, often in situations that may be emotionally charged or stressful. Work involves frequent interruptions, shifting priorities, and the need to manage multiple tasks under deadlines. The role requires attention to detail, professionalism, and the ability to maintain composure in a fast-paced environment.

Qualifications

Required Capabilities