Justice Court Clerk
We are accepting applications for: Justice Court Clerk
Date Posted: January 22, 2024
Closing Date: Open until filled. First review of applications is February 05, 2024.
About the Position and Department: The Justice Court Clerk is part of our Justice of the Peace office and is under the direct supervision of the Justice of the Peace. This is a part-time, permanent, then (10) hours a week position: Wednesday 2:00 p.m. to 5:00 p.m. and Thursday 10:00 a.m. to 5:00 p.m. The successful candidate may work in conjunction with the City Court Clerk position: ten (10) hours with Fallon County and then nine (9) hours with the City of Baker, for a total of nineteen (19) hours per week.
Position Overview: This position performs a variety of clerical functions to support the office of the Justice of the Peace including greeting visitors, answering phones, responding to inquiries, court case processing, records management, and receipt of monies. Schedules and attends hearings; prepares court documents. Provides a high level of customer service to the public, attorneys, and other interested parties.
Required Education and Experience: Employment with the County requires a high school diploma or equivalent. Must be at least eighteen (18) years of age.
***On the job training will be provided! This position is an excellent opportunity for someone who enjoys public service with a limited weekly commitment.***
Preferred Education and Experience: Previous experience in the judicial or legal setting as well as general accounting procedures is preferred.
Additional Eligibility Qualifications: Must possess or obtain a Montana driver license within thirty (30) days of employment. This position may have unsupervised contact with juveniles and is subject to pre-employment criminal background check.
Applicant Pool Statement: If another department vacancy occurs in this job title within six months, the same applicant pool may be used for the selection.
How to Apply: Applications and a complete job description are available at the Human Resources office, 10 W. Fallon Avenue, Baker, Montana or online at www.falloncounty.net. You may submit your application online; via mail to: Human Resources Manager, PO Box 846, Baker, Montana, 59313; email to email@example.com,; or stop by the Human Resources office in the Courthouse. Questions may be directed to Anna Straub, Justice of the Peace 406-778-8162, or Julie Straub 406-778-8164.
Fallon County Job Description
Fallon County is an equal opportunity employer that is committed to affirmative recruitment, diversity, and inclusion in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, sex, religion, age, sexual orientation, national origin, disability, genetic information, pregnancy, age, protected veteran status, gender identity or expression, or any other characteristic protected by federal, state, or local laws. Applicants with disabilities who need accommodation with the application or selection process should contact Human Resources.
|Job Title: Justice Court Clerk
|Department: Justice Court
|Reports to: Justice of the Peace
|Job Status: Part Time, Non-exempt
|Location: Baker, Montana
|Probationary Period: Six (6) months
This position performs a variety of clerical functions to support the office of the Justice of the Peace including greeting visitors, answering phones, responding to inquiries, court case processing, records management, and receipt of monies. Schedules and attends hearings and prepares court documents. Provides a high level of customer service to the public, attorneys, and other interested parties.
Clerical – Greets visitors, answers phones, directs calls, and relays messages. Provides accurate and relevant information to attorneys and the general public using knowledge of court and office procedures. Receives statutory fees, fines, bonds and restitution, processes reimbursement checks. Prepares and reconciles daily accounting reports or monthly accounts. Provides information and make referrals as allowed by statute for Pro Se litigants. At the discretion of the judge, this position may train other clerks.
Court Case Processing – Handles daily mail by reviewing, date stamping and docketing legal documents. Manually and electronically sets up case files for civil, criminal, and other court case subtypes utilizing office specific software program while ensuring accuracy and completeness of court records. Utilizes specific software programs to process various types of tickets, citations, notices to appear, statutory fines and/or bonds. Prepares and issues writs and/or other legal documents as allowed by law and/or the Justice of the Peace. Files documents as needed/directed; removes/destroys documents in accordance with Secretary of State’s Retention Schedule. Completes special projects as directed/needed.
Courtroom Support – Maintains court calendars. Attends hearings and trials to administers oaths, index exhibits and/or take notes during proceedings. Assists with jury selection process including preparation of questionnaires and/or summons for mailing. Enters jury questionnaire information into office specific software program. May contact selected jurors to confirm or advise of change in trial date.
The knowledge, skills, abilities, and other characteristics to perform this work include but are not necessarily limited to: Accountability, Active Listening, Adaptability, Attention to Detail, Court Proceedings, Customer Service, Dependability, Initiative, Integrity, Interpersonal Relationships, Judgment, Legal Documents, Multi-task, Oral Comprehension, Oral and Written Expression, Organization, Problem Solving, Professionalism, and Teamwork.
This position requires considerable knowledge of Courts of Limited Jurisdiction procedures, legal documents, and office administrative practices. Must be able to learn and utilize program specific software, including Microsoft Office Suite. Accurately and efficiently file court documents utilizing office specific software programs. Possess accurate writing skills and ability to produce grammatically correct correspondence. This position requires the ability to apply law, rules, policies, and procedures. Ability to maintain professionalism in all interactions while ensuring information/documents are maintained at the standards set by the Justice of the Peace.
Demonstrate the ability to interact courteously and effectively with attorneys, defendants, Commissioners, elected officials, County employees and the general public. Must be able to effectively interact with variety of personalities. Possess excellent customer service and interpersonal skills to resolve questions and concerns using good judgment and discretion. Respond to requests for service and assistance with courtesy and respect. Requires the ability and skill to multi-task, address multiple projects and customers while maintaining composure, professionalism, and quality of work. As part of our workforce, maintains consistent communication with all County employees, our customers/patrons, and the public via County owned communication systems including but not limited to email, office phone, work cell phone, text, and SMS/IM.
This position must communicate both orally and in writing accurately and effectively, utilizing appropriate grammar and spelling. Ability to explain detailed and complicated information in simple, understandable terms. Listen to and understand information and ideas presented through spoken words and sentences. Communicate information and ideas in speaking so others will understand; explain rules and procedures clearly.
Demonstrate initiative, common sense, and good judgment. Ability to work with little direct supervision; to understand, interpret and follow instructions and directives. Self-directed with ability to meet deadlines when unsupervised. Take accountability for own actions. This position must function as part of a team, working for the betterment of the office, its processes, the public and the County.
Safety is a primary duty and a personal responsibility. County employees are responsible for reading, understanding, and following safety rules and procedures as identified within County Policy, our Safety Program as well as at each department/work location/JSA. This position is responsible for wearing PPE as identified in the JSA or when working in areas where there is danger of injury. Responsible for wearing suitable work clothes as determined by the Justice of the Peace. Reports all injuries, hazards and/or near misses utilizing established reporting forms and procedures. Knows the location of first aid kits, fire extinguishers and other safety devices. Attends all safety meetings including annual training. This position will not perform potentially hazardous tasks or use any hazardous material until properly trained.
This position has no supervisory responsibilities.
This position works in a professional office environment. This role routinely uses standard office equipment such as computers, telephones, photocopiers, 10 key calculators, filing cabinets, and fax machines.
Required Education and Experience
Employment with the County requires a high school diploma or equivalent. Must be at least eighteen (18) years of age.
Preferred Education and Experience
Previous experience in the judicial or legal setting as well as general accounting procedures is preferred.
Additional Eligibility Qualifications
Must possess or obtain a Montana driver license within thirty (30) days of employment. This position may have unsupervised contact with juveniles and is subject to pre-employment criminal background check. May utilize a County vehicle and is subject to a motor vehicle driving history review.
The starting wage for this position is $20.48 per hour; after successful completion of the mandatory six (6) month probationary period, increase to $22.00 per hour. Please note during this time period, an employee is not eligible for a COLA (Cost of Living Adjustment) as this is built into the wage steps.
New employees for this position may enroll in the Public Employees Retirement System (PERS) with an established contribution rate for both the employee and the County. Existing employees are required to maintain their current PERS status.
Position Type/Hours of Work
This is a part-time, permanent, ten (10)) hours a week position: Wednesday 2:00 p.m. to 5:00 p.m. and Thursday 10:00 a.m. to 5:00 p.m. The demands of the office may result in additional or increased hours either before or after the indicated schedule.
Physical and Environmental Demands
Performing the essential functions of this position requires periods of extended computer use. The employee is frequently required to sit for long periods as well as to stand, sit, bend, and reach with hands and arms. May be required to lift up to twenty-five (25) pounds. Specific vision abilities include close vision, distance vision and depth perception.