ADMINISTRATIVE CLERK
Salary: $13.11 per hour ($27,268.80 annually)
Employment Status: Full-Time
FLSA Status: Non-Exempt
Reports to: Supervisor
Civil Service Status: Classified
Work Schedule: 40 hours per week
Decision Band: A13
Department/Division: Court Services
DISTINGUISHING JOB CHARACTERISTICS:
The Administrative Clerk supports the Montgomery County Common Pleas Court General Division’s Mediation Program, as well as other general clerical and administrative duties including coverage of the Receptionist Desk. At any time, this position could be assigned primarily to cover the Receptionist Desk of the Mediation Program
ESSENTIAL DUTIES AND RESPONSIBILITIES:
To perform this job successfully, an individual must be able to satisfactorily perform each essential duty listed below. Reasonable accommodations will be made for disabled persons, covered by the Americans with Disabilities Act, in accordance with its requirements.
1. Types and processes technical, legal, statistical, or other comparable material into desired format from oral and written instructions, drafts, or dictation equipment, in conformance with Court guidelines and mandates. Types legal documents, letters, memos, reports, entries, decisions, dismissals, and manuals. Types standard documents, and customizes unique documents from general instruction. Produces documents into desired format from draft to final copy.
2. Operates computer through application of word processing software to create, edit, store, retrieve, format, print, and accumulate material electronically. Enters data into computer spreadsheets and databases. Manipulates data already recorded to incorporate revisions. Establishes and maintains an electronic file of all documents stored within the system.
3. Answers telephone inquiries and provides information to requesting parties.
4. Manages automated ticklers for Mediation and Magistrates’ cases and ensures timely filing of entries.
5. Copies, collates, files documents with the Clerk of Courts, and distributes entries for Pro Se parties.
6. Responsible for the preparation of the Magistrates’ courtrooms for daily activity. Responsible for resulting out Magistrates’ daily calendars in CourtView.
7. Responsible for completing Mortgage Foreclosure Mediation conference calls. Responsible for seating parties scheduled for Mediation conferences. Answers telephone and directs incoming calls from the general public, attorneys, etc. Answers questions and provides routing information.
8. Greets defendants, attorneys, and the general public, and directs them to the appropriate person or location. Accesses computer for court appearance information.
9. Greets Civil Stalking Protection Order clients and provides them with necessary paperwork.
10. Greets clients reporting from courts, assigns them a Probation Officer, and contacts the appropriate probation
11. Prepares files and scans papers from Pretrial and PSI/ILC.
12. Provides offenders with their next court
13. Schedules conference rooms for court employees and various elected
14. Cross-trains in other areas of the division to provide backup coverage for other office support positions during absences and as
15. Acts as backup support in all capacities of office as directed by
16. Other duties as
SCOPE OF SUPERVISION:
This position has no supervisory duties.
EQUIPMENT OPERATED:
Computer, printer, dictation equipment, scanner, calculator, copier, fax machine, shredder, multi-line phone, microfilm machine, and other general office equipment.
CONTACT WITH OTHERS:
General public, judges and judicial staff, management personnel and line staff, attorneys, vendors.
WORKING CONDITIONS:
Good office working conditions.
USUAL 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 where reasonable accommodations may need to be made when an otherwise qualified person is unable to perform the job’s essential duties because of an ADA disability.
While performing duties of this job, the employee frequently sits for extended periods of time and regularly stands and walks. Employee converses verbally with others in person and by telephone. Job requires hand-eye coordination and close, relatively detailed vision demands when typing, filing, using a computer and when viewing a microfilm machine.
RECRUITMENT REQUIREMENTS:
An appropriate combination of education, training, course work and experience may qualify an applicant to demonstrate required knowledge, skills, and abilities. An example of an acceptable qualification is: High School Degree, GED or equivalent, supplemented by business or general office practices, including demonstrable skills in word processing software, dictation equipment, and production of documents. Two years’ clerical experience in the court system.
Employee may be required, as a condition of employment, to take and pass a skills test with a minimum typing score of 60 words per minute.
Ability to document identity and employment eligibility within three (3) days of original appointment as a condition of employment in compliance with Immigration Reform and Control Act requirements.
REQUIRED KNOWLEDGE, ABILITIES AND SKILLS:
Knowledge of: General office practices; English word usage, spelling, sentence construction and punctuation; legal terminology; court system and processes; court civil procedures.
Ability to: Identify and correct errors in spelling, grammar, and punctuation; understand and apply work procedures; work independently; establish work priorities; establish and maintain effective working relationships with associates and job
contacts; maintain confidentiality of sensitive information; exhibit a pleasant telephone manner; answer routine inquiries; arrange items in alphabetical, numerical and subject order.
Skill in: Operation of computer; application of Court word processing software; production typing; tying from rough copy and dictation; proofing errors in spelling, grammar, and punctuation; originating typing formats and content from general direction; operating general office equipment.
LICENSE REQUIREMENT(S):
None.
Web Address:
You can obtain a Montgomery County Common Pleas Court, General Division, application at www.montcourt.oh.gov.
Application:
Applicants are required to complete the Montgomery County Common Pleas Court, General Division, application which must be received by Human Resources no later than 4:30 p.m. on the closing date.
Employment Eligibility Information:
In accordance with the Immigration Reform and Control Act of 1986, all persons hired after November 6, 1986, are required to present to the Court, within three (3) days of their original appointment, original documents which show satisfactory proof of: 1) identity and 2) U.S. Citizenship or a legal right to work permanently in the United States.
Drug Testing and Criminal Background Check:
Prior to any candidate being offered a position or promotion with the Montgomery County Common Pleas Court, General Division, they will be required to submit to a drug test (urinalysis) at the Court’s selected health care provider.
Additionally, candidates being offered a position or promotion must pass a criminal background check.
Equal Opportunity Employer:
It is the policy of the Montgomery County Common Pleas Court, General Division, that no person shall be subjected to employment discrimination because of age, race, color, gender, marital status, sexual orientation, disability, religion, ancestry or national origin.
The Montgomery County Common Pleas Court, General Division, will provide reasonable accommodations for persons with disabilities during the application, examination or selection process, if requested. Please notify Human Resources at 937-225-6161of the accommodations needed, preferably at the time of application, but no later than two days’ prior to the date needed.
MONTGOMERY COUNTY COMMON PLEAS COURT, GENERAL DIVISION BENEFITS
Vacation Leave:
Vacation leave may be granted to full-time employees upon completion of one year of service with the Montgomery County Common Pleas Court, General Division. Twenty-six (26) bi-weekly pay periods in active status shall constitute one year of service.
Sick Leave:
All Montgomery County Common Pleas Court, General Division employees are entitled to Paid Personal Leave/Long Term Sick Leave credit.
Holidays:
Montgomery County Common Pleas Court, General Division, employees enjoy paid holidays.
Health Benefits/Medical Coverage:
All employees of the Montgomery County Common Pleas Court, General Division, except part-time employees working 20 hours per week or less, employees hired for a temporary appointment, an interim appointment, or employees hired as substitutes, shall receive health benefits.
Life Insurance:
All benefit eligible employees of the Montgomery County Common Pleas Court, General Division, receive a $50,000 basic life insurance policy paid by Montgomery County. Supplemental life insurance is available for purchase.
Retirement:
Montgomery County Common Pleas Court, General Division, employees participate in the Ohio Public Employees Retirement System (OPERS). Employees contribute 10% of their salary; the Court contributes 14%.
In Addition: The Montgomery County Common Pleas Court, General Division, offers its employees an Employee Assistance Program, access to a credit union, a Deferred Compensation Program, a Wellness Program, and direct payroll deposit. This Position Description in no manner states or implies that these are the only duties and responsibilities to be performed by the employee filling this position. The employee may be required to follow additional instructions and perform other duties required by the employee’s supervisor or designee. The provisions of this Position Description do not constitute a contract, expressed or implied, and any provision contained in this Description may be modified or revoked without notice.
