Job Description

Posting number: 202400640

Department: Municipal Court

Division: Municipal Court

Job classification: Records Specialist III - Municipal Court

Posting type: Open

Categories: Clerical & Data Entry, Customer Service, Office and Administrative Support

Summary

Enters records into a Municipal Court Records Management System. Answers inquiries from the public regarding court activities and citation options. Performs administrative duties including data entry, filing and storage of Municipal Court records. Researches case files.

Examples of duties

• Responsible for understanding State Law and how it applies to Municipal Court jurisdiction.
• Answers call from citizens regarding their citations or other charges filed in the court.
• Enters citations and complaints in the Municipal Court Records Management System.
• Download and prepare case files for electronically issued citations.
• Creates case files for each citation or complaint filed in the Court.
• Processes citations and complaints and other documents received from the jail for persons in custody.
• Maintains, tracks and updates cases using a Municipal Court Records Management System.
• Maintains an efficient filing system (alphabetically and numerically) of active case files.
• Maintains an efficient filing system of records placed into storage.
• Maintains a monthly count of certain violations filed in the Court.
• Prepares monthly reports of juvenile cases filed in the Court for the Midland County Juvenile Court.
• Verifies motor vehicle insurance.
• Maintains accurate and efficient storage of divisional records
• Responsible for reviewing Deferred Disposition cases to ensure compliance
• Processes case files to be placed on the Revocation Hearing docket.
• Will assist the Account Clerks as needed and directed by the Court Administrator.
• Process cases for dismissal upon completion of a Driving Safety Course and Teen Court Program.
• Process cases for dismissal upon completion of Deferred Disposition.
• Reviews and audits cases files to ensure final dispositions are reported correctly.
• Scan case files into the Municipal Court Records Management System using a document imaging system.
• Will monitor and work assigned queues in Incode.
• Prepare and mail parking notices for outstanding parking violations.
• Prepare and mail miscellaneous summonses.
• Pull case files for persons appearing in an arraignment session.
• Pull case files when requests for copies of records are received.
• Writes documents including reports and office memorandums.
• Responsible for divisional correspondence, various documents, manuals and reports.
• Attends training specific to legislative changes affecting municipal courts and municipal court procedures
• Works 8:00 a.m. to 5:00 p.m. Monday through Friday.
• Performs other duties as assigned by the Presiding Judge or Court Administrator.

Qualifications

Ability to move about an office or building. Ability to sit, stand and kneel and climb. Ability to lift and move storage boxes.

Supplemental information

Ability to effectively communicate with the Presiding Judge, Associate Judge, Court Administrator, and other Municipal Court staff regarding cases filed with Municipal Court. Ability to effectively communicate well with the general public to answer questions, take complaints and direct persons to the appropriate staff member. Exceptional skill required handling citizens in delicate situations with tact and diplomacy both on the phone and in person.

Knowledge of Municipal Court activities and functions preferred. Ability to read and understand manuals in order to record work activities, keep records or work with computers. Must posses strong organizational and customer service skills. Proficiency with office equipment including typewriter, ten-key, personal computer, telephone system, facsimile and copy machine. Experience in typing, data entry and word processing. Experience with Microsoft Office applications.

High school diploma or equivalent plus one to three years' experience working in a related field required.

The selected candidate must obtain Level I Certification through the Texas Municipal Courts Education Center within one (1) year of employment.