Alderman's Court Clerk

GENERAL POSITION SUMMARY
Under the general direction of the Alderman, performs responsible administrative, clerical, financial, and customer service work in support of the Alderman Court. The Alderman Court Clerk is responsible for processing criminal, traffic, parking, and municipal ordinance cases in accordance with Delaware law, City ordinances, and court procedures. Duties include maintaining official court records, preparing legal documents, coordinating court proceedings, collecting and accounting for fines and court costs, maintaining DELJIS certification, and providing professional assistance to law enforcement agencies, attorneys, defendants, victims, and the general public.
The position requires the exercise of independent judgment, strict confidentiality, attention to detail, and the ability to interpret and apply established court procedures while maintaining impartiality and professionalism.

ESSENTIAL DUTIES & RESPONSIBILITIES
The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by incumbents of this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.
Court Administration
·        Reviews legal and court documents for completeness, accuracy, compliance with applicable laws, court procedures, filing requirements, costs, and statutory time limitations.
·        Determines appropriate procedural requirements for processing court documents.
·        Prepares, issues, and files a variety of legal and court documents including summonses, warrants, subpoenas, notices, continuances, court orders, and other official court correspondence.
·        Opens new court cases and maintains complete case files throughout the judicial process.
·        Schedules arraignments, trials, hearings, continuances, and other court proceedings.
·        Prepares courtroom dockets and files for each court session.
·        Assists the Alderman during court proceedings by maintaining case records and courtroom documentation.
·        Coordinates with police officers, interpreters, and other justice system partners.
Case Management
·        Research case files, court records, databases, and other information sources to verify case information and resolve discrepancies.
·        Enters, updates, modifies, retrieves, and maintains information in manual and automated court case management systems.
·        Monitors pending cases and ensures compliance with applicable deadlines.
·        Maintains accurate court calendars and case schedules.
·        Updates case dispositions and ensures required reporting is completed.
Records Management
·        Maintains official court records in accordance with Delaware records retention requirements.
·        Ensures confidential, sealed, and restricted records are maintained securely.
·        Prepares certified copies of court records as authorized.
·        Archives closed case files in accordance with applicable retention schedules.
Financial Administration
·        Receives payments for court fines, fees, restitution, and court costs.
·        Issues receipts and accurately records all financial transactions.
·        Balances daily cash receipts and prepare deposits.
·        Maintains accurate financial records and audit documentation.
·        Assists with monthly and annual financial reconciliations as required.
·        Coordinates with the Finance Department regarding court revenues.
DELJIS and Technology
·        Maintains certification and authorized access to the Delaware Justice Information System (DELJIS).
·        Enters and updates warrants, court dispositions, and other authorized information within DELJIS.
·        Maintains confidentiality and complies with all DELJIS security policies and procedures.
·        Utilizes Microsoft Office applications, court case management software, and electronic document management systems.
Customer Service
·        Responds to telephone, email, written, and in-person inquiries regarding court procedures and court business.
·        Provides procedural information while avoiding the unauthorized practice of law.
·        Assists defendants, victims, attorneys, law enforcement officers, and members of the public in a courteous and professional manner.
·        Handles difficult or emotionally charged situations with tact and professionalism.
Administrative Responsibilities
·        Compiles statistical information and prepares reports.
·        Maintains court correspondence and filing systems.
·        Orders and maintains office supplies and court forms.
·        Performs general administrative duties including scanning, copying, filing, and document management.
·        Performs related work as required.

MINIMUM ENTRANCE QUALIFICATIONS
Education
·        A high school diploma (or GED equivalent) required.
·        Associate degree in Criminal Justice, Legal Studies, Public Administration, Business Administration, or a related field preferred.
Experience
·        Three (3) years of progressively responsible administrative, legal, court, records management, or municipal government experience.
·        Experience reviewing documents for compliance with laws, regulations, policies, procedures, and filing requirements.
·        Experience maintaining confidential records.
·        Experience using computerized information or case management systems.
·        Cash handling and financial reconciliation experience preferred.
·        Court or legal office experience preferred.
·        Must demonstrate maturity, integrity, professionalism, and the willingness to learn.

OTHER JOB REQUIREMENTS
·        Ability to obtain DELJIS certification

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES
Knowledge of:
·        Delaware court procedures
·        Municipal ordinances
·        Legal terminology
·        Court recordkeeping practices
·        Records retention requirements
·        Office administration
·        Cash handling and financial controls
·        Customer service principles
·        DELJIS policies and procedures
Skill in:
·        Operating court case management systems
·        Microsoft Office Suite
·        Data entry and records management
·        Financial reconciliation
·        Organization and time management
·        Written and verbal communication
·        Maintaining accuracy and attention to detail
Ability to:
·        Interpret and apply court procedures, rules, and ordinances.
·        Exercise sound judgment within established procedures.
·        Maintain strict confidentiality.
·        Meet schedules and statutory deadlines.
·        Handle multiple priorities simultaneously.
·        Follow oral and written instructions.
·        Establish and maintain effective working relationships with judges, attorneys, law enforcement personnel, City staff, and the public.
·        Communicate professionally with individuals who may be upset or under stress.
·        Work independently with minimal supervision.

PHYSICAL DEMANDS
The position is generally sedentary. Employees sit most of the time but may walk or stand for brief periods of time. 

Position : 12008

Type : INTERNAL & EXTERNAL

Location : ALDERMAN COURT

Group : FULL-TIME

Job Class : ALDERMAN'S COURT CLERK

SALARY RANGE: $50,961.00-$54,000.00