Job Description

Under general supervision of the Court Administrator, the Deputy Court Clerk will perform various clerical duties related to court activities in compliance with all relevant laws and regulations. The position requires strong organizational, communication, and customer service skills to manage a high volume of court documents and interaction with the public and court personnel.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provides courteous and professional customer service to the general public, defendants, attorneys, law enforcement officers, and court officials by responding to inquiries and receiving court documents in person, by telephone, mail, email, and other authorized methods.
• Provides general information regarding court procedures, court dates, payment plans, driving safety courses, warrants, and other court-related matters under the direction of the Presiding Judge and established Standing Orders.
• Collects, processes, and receipts court fines, fees, court costs, and other authorized payments in accordance with judicial orders, departmental procedures, and applicable laws.
• Posts payments accurately to the court case management system using appropriate payment and status codes; enters notes to document payment activity and case actions.
• Reviews, verifies, balances, and reconciles daily collections; research discrepancies and corrects payment records as required against citations and court documents to ensure accuracy, completeness, and timely compliance.
• Prepares, imports, and enters citations and case information into the court's case management system in a timely and accurate manner.
• Records case dispositions, judicial orders, payment arrangements, compliance actions, and related notes in accordance with court procedures.
• Maintains organized, accurate, and complete case files and court records, including citations, summons, warrants, notices, correspondence, and reports, in compliance with record retention requirements.
• Reviews documents submitted to the court for authenticity, accuracy, and completeness.
• Monitors cases for compliance with court orders, payment agreements, and alternative sentencing requirements.
• Processes and reviews community service orders, verifies completion of required hours, submits documentation to the Court, and closes cases upon compliance.
• Verifies proof of financial responsibility (auto insurance) and updates or closes cases accordingly.
• Prepares cases for Show Cause hearings when defendants fail to comply with court orders or payment schedules.
• Prepares, processes, and mails court correspondence and legal notices, including pre-warrant notices, past-due notices, hearing notices, summons, subpoenas, and other required documentation.
• Performs general administrative and office support duties necessary to maintain efficient court operations.
• Exercises initiative, sound judgment, and discretion when handling confidential and sensitive information.
• Adheres to the Judge's Standing Orders, Judicial Canons, Texas Code of Criminal Procedure, and all applicable City, departmental, security, and safety policies.
• Maintains regular, reliable, and punctual attendance as an essential function of the position.
• Supports team objectives and assists with additional duties as assigned by the supervisor.

KNOWLEDGE, SKILLS & ABILITIES:

• Working knowledge of municipal procedures, processes, ordinances, statutes, and laws within the jurisdiction of the Municipal Court.
• Knowledge of Texas Transportation Code, Penal Code, and Texas Code of Criminal Procedure as they relate to Class C misdemeanors, or the ability to acquire such knowledge.
• Knowledge of office practices, procedures, and equipment, including filing systems, telephone etiquette, and standard correspondence preparation.
• Knowledge of basic business mathematics, including calculating fines, fees, and court costs.
• Proficiency in written and verbal communication, including proper use of English grammar, spelling, punctuation, and proofreading for routine correspondence and reports.

• Strong customer service and interpersonal skills, including the ability to maintain professionalism, patience, and sensitivity when interacting with a diverse public that may be hostile or confrontational.
• Ability to learn and perform all assigned duties efficiently in a fast-paced, open office environment with frequent interruptions and distractions.
• Ability to communicate effectively, both verbally and in writing.
• Ability to develop and maintain effective working relationships with judges, court staff, city employees, law enforcement, attorneys, and the public.
• Ability to work under stressful conditions while maintaining accuracy, confidentiality, and professionalism.
• Ability to provide excellent customer service consistent with judicial and ethical standards.
• Ability to interpret court documents and understand legal terminology relevant to municipal court operations.

MINIMUM QUALIFICATIONS:

• Must be bondable.
• Ability to type a minimum of 50 words per minute.
• Must possess or be able to obtain a Texas Notary Public Commission.
• Bilingual (English/Spanish) preferred.

EDUCATION & EXPERIENCE:

• High School Diploma or GED required.
• Municipal Court Clerk Certification preferred.
• Minimum of two (2) years of general clerical or administrative office support experience.
• Previous cash-handling experience preferred.

CERTIFICATES & LICENSES:

• Must possess and maintain a valid Texas Class "C" Driver's License.
• Must obtain Municipal Court Clerk Certification Level I within 18 months of hire and maintain certification as a condition of continued employment.

PHYSICAL REQUIREMENTS

• Ability to lift, carry, push, and pull up to 30 pounds.
• Sufficient visual and auditory acuity, with or without reasonable accommodation.
• Hand-eye coordination and manual dexterity required to operate a computer keyboard and standard office equipment.
• Ability to perform essential job functions requires sitting, standing, walking, reaching, twisting, and kneeling.

WORK ENVIRONMENT:

• Work is performed primarily in a professional office environment within a municipal court setting.

WORK HOURS:

• Monday through Friday, 8:00 a.m. to 5:00 p.m., with occasional overtime on court days as required.

This job description is not an employment agreement or contract.

Management has the exclusive right to alter this job description at any time without notice.

THE CITY OF HELOTES IS AN EQUAL OPPORTUNITY