District Court Clerk

District Court Clerk

Toole County is looking for a full-time District Court Clerk. The District Court is a court of general jurisdiction that handles criminal, civil, domestic relations, juvenile, probate, mental health, and water cases. The county District Court provides the citizens of the County an open, fair, efficient, and independent judiciary for the advancement of justice under the law as prescribed by Montana Statute.

Job Summary : The District Court Deputy Clerk is the official keeper of all District Court records for the County and is responsible for performing a multitude of considerably difficult, wide-ranging clerical duties with accuracy, timeliness, and with respect to confidentiality. These records include Adoption, Civil, Criminal, Dependent Neglect, Domestic Relations, Guardianship, Juvenile, Paternity, Probate and Sanity cases. The Clerk also issues, files and records all county marriage license applications and licenses.

Essential Functions (Major Duties or Responsibilities) : These duties are the essential functions and are not all-inclusive of all duties that the incumbent performs.

• Perform routine administrative work to ensure District Court operates with efficiency, accuracy, confidentiality, and in accordance with standard operating procedures and laws. This includes answering phones, receiving the public, providing customer assistance, cashiering, performing data entry and word processing, bookkeeping, picking up mail, and processing outgoing mail.
• File and maintain all court and legal documents, papers, and related documentation appropriately in accordance with applicable statutes and procedures established by the judge. Assign case numbers to new cases (civil and criminal), maintain indexes, and keep register filings current. Transfer cases as directed and presents orders to the judge. Certify documents as requested.
• Maintain court calendar and document all court hearings and trials. Maintain records for all District Court proceedings including adoption, civil, criminal, dependent neglect, domestic relations, guardianship, juvenile, paternity, probate, and sanity cases.
• Act as a custodian of District court documents, proceedings, and records by establishing and maintaining filing systems to ensure records and indexes are controlled according to legal guidelines. Provide ease of access to records for authorized interested parties and the public. Ensure proper security and confidentiality of all court documents and records. Photocopy and scan documents as necessary.
• Provide tactful and courteous customer service to the citizens of the County by greeting and assisting the public in a professional manner that reflects the proper respect and impartiality of the judicial system. Provide proper legal forms and accurate instructions to the public. Maintain strict confidentiality of information. Keep informed of legislative changes necessary to assist the public.
• Process all monetary transactions efficiently in accordance with established court guidelines. This includes but is not limited to; writing and properly filing receipts for filing fees, depositing collected fees and moneys, issuing receipts for marriage licenses, collecting and processing all monies received through fines, fees, bonds, and restitution; disbursing funds for restitution and bonds; recording payments on trust card and computer; and preparing daily bank deposits.

Non-Essential Functions : Attend workshops, seminars, and educational sessions to keep updated on clerk of court procedures, guidelines, and changes in the law. Perform other duties as assigned including assisting in establishing office routines, managing special projects, attending meetings and conferences, providing backup for other staff, participating in training, etc.

Physical Demands and Working Conditions : The demands and conditions described here are representative of those the employee must meet to perform the essential functions of the job.

Knowledge, Skills, and Abilities : The job requires knowledge of office management systems; personal computers and word processing; filing and records maintenance procedures; county specific terms; rules laws and procedures; general office, shorthand (brief hand or speedwriting), accounting, and bookkeeping; court policies and procedures; and a working knowledge of legal terminology, court deadlines, and court documents. Knowledge of methods, materials, and principles used for District Court procedures is preferred. The job requires skill in professional communication, active listening, speaking so others can clearly understand information that is unfamiliar, reading comprehension, writing, typing a minimum of 35 words per minute, critical thinking, and time management. The job requires the ability to read and understand statutes, keep matters confidential, work as part of a team, follow written and oral instructions, work in an environment requiring heavy multi-tasking, work under pressure, and handle continual distractions, schedule changes and inquiries requiring immediate decisions. Also required is the ability to establish and maintain effective working relationships with employees, other departments and the public necessary; reason logically, pay attention to detail and be familiar with tools and equipment including computer, printer, typewriter, fax, ten-key calculator, telephone, photocopier, and scanner.

Education and Experience : The job requires education and experience equivalent to a high school diploma or GED and four (4) years of varied clerical work experience. Equivalencies include an associate's degree with coursework in law and two (2) years of related experience. Experience working with political and governmental entities preferred.