Deputy Clerk - Part-Time

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CLASSIFICATION TITLE:

Part-time Deputy Clerk

FLSA STATUS

Non-Exempt

EMPLOYMENT   STATUS

Part-time

EXEMPTION TYPE

N/A

REPORTS TO

Clerk of Court

CIVIL SERVICE STATUS

Unclassified

WORK SCHEDULE

16-20 hours per week

 

MINIMUM QUALIFICATIONS

Strong customer service skills with the ability to communicate and work well with others in a diverse, fast-paced environment. Standout administrative, organizational, and collaborative teamwork skills with strong attention to detail are essential for success, along with a high level of proficiency, accuracy, and quality in using word processing/computer office applications and handling financial transactions.  A high school diploma or equivalent is required, associate degree preferred or equivalent combination of education, training, and experience, in addition to a high-level ability in English, grammar, business math, and typing.  Previous experience in a legal environment, customer service and administrative/clerical roles desired, preferably supplemented by related coursework or a degree.  Candidates must possess honesty and integrity of the highest standard and be able to learn quickly.

DISTINGUISHING JOB CHARACTERISTICS

Under the supervision of the Clerk of Court, a Deputy Clerk is responsible for providing direct customer service and administrative support to the public, law enforcement, attorneys, and staff at Vermilion Municipal Court. The Deputy Clerk’s role provides information and assistance in person and on the phone to customers; creates and maintains court documents, records, and processes; handles financial transactions; and troubleshoots issues that impact court users.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty listed below, with or without reasonable accommodation:

Examples of typical activities include:

  • utilizing technology and word processing to enter and manage case data in the court’s information management system;
  • generating letters, mailings and reports;
  • processing and scanning court filings and other paperwork such as subpoenas and warrants;
  • proofreading, verifying and analyzing records;
  • supporting customers at the Clerk’s Office counter;
  • assisting law enforcement, attorneys and other Court users;
  • answering phone and email inquiries;
  • receipting and balancing money;
  • handling mail, filing, using office equipment and other office duties as assigned;
  • working on special projects;
  • regular and predictable on-site attendance is required.

REQUIRED BEHAVIOR COMPETENCIES

  1. Adaptability: Maintains effectiveness in a high-change, high-volume work environment; adjusts effectively to work within new work processes and situations; handles pressure and stressful situations in a manner that is acceptable to others and to the organization.
  2. Confidentiality: Exercises discretion and sound judgment regarding the confidentiality of all information encountered on the job.  To the extent a Deputy Clerk is exposed to confidential information, the same may not be discussed or distributed pursuant to the Ohio Revised Code Chapter 102.
  3. Contributes to Team Success: Develops and uses collaborative, positive relationships to accomplish work goals; actively participates as a member of the team to move the team progressively forward.
  4. Customer Focus: Makes customers and their needs a primary focus of actions; develops and sustains productive internal customer relationships; relates well to diverse individuals.                                                                          
  5. Work Standards: Sets high standards of performance for self and others; assumes responsibility and accountability for successfully completing assignments and tasks; self-imposes standards of excellence, professionalism, dependability, confidentiality, and integrity.
  6. Manages Work with Quality Focus: Effectively manages and prioritizes time and resources to ensure work is completed efficiently and accurately; can multi-task productively while maintaining attention to detail; continuously seeks improvement opportunities to enhance work processes.
  7. Policy Compliance: Responsible for following the Court’s policies, including its policy prohibiting workplace harassment.
  8. Initiative: Takes prompt action to accomplish objectives; works to achieve goals beyond what is required; is proactive and uses good judgment on job duties and problem-solving opportunities. 
  9. Applied Learning: Assimilates, applies, and retains new job-related information in a timely manner; continuous learning orientation; cross-training capacity.

Physical Demands

The following physical demands are typically exhibited by position incumbents performing this job’s essential duties and responsibilities.  These physical demands are not and should not be construed to be job qualification standards, but are illustrated to help the employer, employee and/or applicant identify tasks that are required by the job, with or without reasonable accommodation.

While performing the duties of this job, the Deputy Clerk frequently sits and stands for extended periods.  The Deputy Clerk may also be called upon to walk to local businesses or government agencies as needed.   The majority of time will be spent at a computer and/or on the telephone.  Assistance at the Clerk’s Window will require standing, listening, and communicating with court users.

Deputy Clerks may be required to climb (using step stools) to retrieve office supplies from tall shelving, reach or bend for case docket binders, and/or lift heavy docket books. 

Work Environment

This position’s primary work environment entails serving members of the public in person and over the telephone.  Those individuals may be agitated, stressed, impolite, unreasonable, or even belligerent; yet the Court expects its employees to consistently provide prompt, courteous customer service in return.  The Deputy Clerk may encounter members of the public who wear heavy perfumes, who eat strong-smelling food, or who present other environmental concerns for those with airborne allergies or other olfactory sensitivities.  The job can alternate from long periods of repetitive tasks which requires self-discipline to keep busy; followed by long periods of heavy, stressful activity with more to do than the employee may feel they have adequate time to complete.  To be successful in this position, an individual must be able to work effectively throughout these changing dynamics and demands.

Important Qualities

  1. Honesty
  2. Leadership
  3. Speaking skills
  4. Initiative
  5. Enthusiasm
  6. Pleasant disposition
  7. Attention to detail
  8. Poise
  9. Dependability
  10. Thoroughness
  11. Ability to work under pressure
  12. Presentable appearance
  13. Ability to get along with others
  14. Ability to work closely with others
  15. Ability to work independently
  16. Ability to follow rules strictly
  17. Perseverance

This job description in no manner states or implies that these are the only duties and responsibilities to be performed by the employee filling this position, who will be required to follow instructions and perform any duties required by the employee's supervisor or designee.

The City of Vermilion, Ohio is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

 

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