Municipal Court Clerk & Administrative Assistant

Job Description

Job Description

Salary : Hiring Range : $23.17 to $27.23 / hour DOE

Position : Municipal Court Clerk & Administrative Assistant

Department : Town Clerk

Grade : 120

Hiring Hourly Range : $23.17 to 31.28 DOQ

Benefits : The Town offers an excellent benefits package including full health, dental, and vision coverage for the employee paid by the Town, including partial coverage for family health, dental, and vision; short- and long-term disability and life insurance; and a retirement contribution package. Thirteen paid holidays.

STATEMENT OF DUTIES

This position is responsible for all administrative, clerical, and financial functions of the Municipal Court and assisting with Town administrative functions. The position performs work of considerable responsibility, diversity, detail and confidentiality in the daily operations of the Municipal Court. Position is responsible for planning, scheduling, and coordinating all court activities and duties. Responsible for daily data entry of traffic citations, criminal complaints, and Town ordinance complaints in the computer system. Position acts as Municipal Judge's assistant during court and as a liaison to the Police Department, the Prosecuting Attorney, other Officials, and the public. This position is a first point of contact for visitors and callers, providing information, assistance, and payment processing. This position has no supervisory responsibilities. This position will perform other duties assigned by a supervisor / department head when necessary. All employees are required to perform work in a manner consistent with Town of Severance's core values of TOWN PRIDE philosophies and the Town's Equal Opportunity Employment policy.

JOB DUTIES

• Maintain accurate court case files (paper and electronic); prepare and process dockets, calendars, and schedules for hearings, trials, and reviews.
• Enter and update court records, including dispositions, appearances, orders, judges notes, payments, and related information.
• Manage court software security and user permissions in accordance with laws and court rules.
• Prepare and transmit court orders to the DMV and required reports to the Colorado Bureau of Investigation and State / Federal agencies as required.
• Attend all court sessions; assist the Judge and Prosecuting Attorney, maintain courtroom records, and process filings.
• Support the Judge in developing and implementing court rules, policies, and forms; maintain current knowledge through CAMCA and other training.
• Prepare appeal and transfer records; coordinate substitute judges, interpreters, and agency referrals as needed.
• Assist in ensuring Town forms, PDFs, and other public-facing documents meet ADA and WCAG accessibility standards prior to publication.
• Review and edit departmental documents for readability and accessibility (e.g., alt text, logical reading order, contrast, and accessible fonts).
• Assist in Town Board and Commission administrative duties.
• Ensure compliance with record retention laws and maintain workflow, deadlines, and communication with supervisor. Assist in document retention and destruction.
• Process public records and notary requests
• Skill in reviewing and formatting Word, PDF, and online forms to meet accessibility guidelines.
• Ability to coordinate with Town staff to ensure accessibility of public communications and online materials. Inform law enforcement of court dates, trial notices, policy changes, and updates to bond schedules or warrants.
• Responsible for order and supply management.
• Serve as the first point of contact for the Town; assist residents, and visitors, by phone, in-person and via email.
• Serve as Town Hall front desk support.
• Process utility payments, permits, and other transactions, balance daily receipts and handle mail distribution.
• Provide general administrative support, including data entry, filing, and correspondence.
• Respond to public inquiries and provide information or direction to appropriate departments.
• Assist Town management and the Police Department with special projects and other duties as assigned.
• Maintain a professional, organized, and customer-focused front office environment.
• Perform other duties as required by the Town of Severance.

CONFIDENTIALITY

May have access to confidential information, court records, police reports and personal information regarding citizens and department employees. May have access to confidential communication between department heads and citizens, employees, and other outside agencies.

KNOWLEDGE, ABILITY AND SKILL

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL AND MENTAL REQUIREMENTS

Duties are primarily performed in an office environment. While performing the duties of this job, the employee is frequently required to walk, stand, sit, talk, or hear; use hands and fingers; handle, feel or operate objects, tools, or controls, and reach with arms and hands. Employee is occasionally required to climb or balance, stoop, kneel, crouch, or crawl. Employee will use a computer and various software programs, town motor vehicle, telephone, copy and fax machines, and other related tools and equipment. Occasionally, it may be required to lift office supplies and equipment weighing up to 25 lbs. Traveling to meetings and evening meeting attendance is required.

Specific vision requirements include close vision, distance vision, and the ability to adjust focus. The physical demands described here represent those that an employee must meet to perform this job's essential functions successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

RECOMMENDED MINIMUM QUALIFICATIONS EDUCATION AND EXPERIENCE

High School diploma or a degree in business or related field preferred; three to five years of administrative experience or any equivalent combination of required education and experience. Prior court or police department administrative experience preferred. Bilingual skills (English / Spanish) are desirable but not required.

CONDITIONS OF EMPLOYMENT

HOURS OF WORK

Note : This position description is not intended to be an exclusive list of all the requirements, duties, tasks, roles or responsibilities associated with the position. Nothing in this position description restricts the Town's ability to assign, reassign or eliminate duties and responsibilities of this job at any time. The Town is an "at will" employer, and Town employees may be separated from employment at any time and at the discretion of management.

The Town of Severance is an Equal Employment Opportunity Employer

The Town of Severance is an Equal Opportunity Employer. All Applicants considered for the position will be without regard to gender (regardless of gender identity or gender expression), race, color, religion, creed, national origin, ancestry, age 40 or older, marital status, disability, sexual orientation, genetic information, pregnancy or other characteristics protected by law. The Town of Severance will make reasonable accommodations to ensure that people with disabilities have equal employment opportunities. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Notice Regarding Medical and / or Recreational Marijuana Use : Because the possession and use of marijuana, whether for medical use or otherwise, constitutes a federal offense and because the Town is a drug-free workplace, the Town will not accommodate the medical use of marijuana and enforces written policy prohibiting working for the Town while marijuana is in the body. The fact that state law recognizes medical marijuana as prescribed or otherwise permitted, medication does not alter or otherwise change this policy.

THE POSITION IS OPEN UNTIL NOVEMBER 10, 2025. ALL INTERESTED CANDIDATES MUST APPLY FOR THIS POSITION BY SUBMITTING OF A RESUME AND SUBMISSION OF A COVER LETTER THROUGH ONE OF THE FOLLOWING :