Superior Court Docket Clerk I

Superior Court Docket Clerk I

Summary

Under limited supervision, performs clerical work of moderate difficulty in filing and processing of legal documents; performs related work as assigned.

Promotion to Superior Court Docket Clerk II

A Superior Court Docket Clerk I who demonstrates proficiency in their duties may be promoted to the position of Superior Court Docket Clerk II after one (1) year of service.

Essential Job Functions

• Provides attorneys, clients and court personnel deficiency information.
• Answers telephone calls, takes messages, disseminates caller information and sets up conference calls.
• Maintains court records and lists of jurors.
• Communicates with attorneys, other courts and Judges, law enforcement agencies and the public.
• Works with parties in person, in writing and/or on the phone; provides information and assistance to the public without giving legal advice; responds to inquiries from court personnel, judges, attorneys, and the public; answers calls; determines the caller’s needs; forwards/transfers or takes messages.
• Provides clerical support and assistance as required.
• Works with and assists staff; revises and/or sends correspondence; picks up, delivers, opens, and distributes mail; makes photocopies, scans, and distributes documents, operates fax machine, and provides other office and customer services support and assistance as required.
• Accepts and receives monies and issues receipts as required for records requests; updates electronic and/or manual case management systems.
• Verifies, enters, retrieves, corrects, and updates data in the court management system; retrieves files and documents.
• Receives and files legal documents in paper and electronic format.
• Reviews legal documents to determine proper venue and jurisdiction.
• Calendars legal documents for judicial review.
• Facilitates public access to judicial records.
• Issues warrant and writs as ordered by Superior Court
• Researches court records in film, paper and electronic format
• Direct the summoning, selection, screening, orientation, and assignment of all trial jurors and grand jurors in accordance with Arizona Revised Statutes.
• Maintain Navajo County’s master jury list.
• Direct the daily operations of summoning, qualifying, excusing, and postponing of jurors.
• Determine from the court calendar the number of jurors to call on a daily basis and develop best practices guidelines and emergency procedures to accommodate changes in the calendar.
• Administer the orientation of jurors, manage the random assignment of jurors to trials, and track daily juror utilization.
• Establish and maintain automated and manual record-keeping procedures and maintain jury records as required by Arizona Revised Statutes.
• Maintain effective communication with judges, court personnel, attorneys, criminal justice agencies, the general public, and prospective jurors.
• Sorts, counts, and stamps incoming court documents. Recognizes the chronological order of documents and significance of various file stamps and indicators placed on files and/or documents.
• Files court documents and files in assigned storage areas within the Superior Courthouse.
• Retrieves, and prepares files for court upon request when needed.
• Maintains accurate and complete digital and physical files.
• Prepares correspondence and court notifications for mailing.
• Prepares, processes, and certifies copies of court documents and files.
• Enters and maintains data in automated case management system and maintain lists.
• Assists in the receipt processing, in qualification, sorting, and filing of 60,000 questionnaires.
• Processes, scans and performs data entry of juror questionnaire information into electronic case management system.
• Assists with utilization of jury kiosks during juror check in.
• Maintains knowledge of Judge assignments, hearing dates and court calendar times for reference during hearings.
• Works collectively with judicial staff and adjoining court partners to communicate vital case information during court proceedings and throughout the day.
• Enters data points during protective order hearings into the electronic case management system.
• Process interfaces with statewide AZPOINT system which is critical in generating protective order forms and providing real time access to law enforcement.
• Communicates in person, via email, or phone the various components regarding juror qualifications, reasons for excusal/deferments and general juror information.
• Performs work in a specified area within the Superior Court Clerk's Office.
• Adheres to teamwork to help enrich lives beyond expectation.
• Maintains absolute confidentiality of work-related issues, customer records, and restricted County information.
• Performs other related duties as required.

Knowledge and Skills

• Knowledge of customer service standards and protocols.
• Knowledge of business English, spelling, grammar, punctuation, composition and arithmetic.
• Knowledge of clerical and office practices and procedures.
• Knowledge of current Microsoft Office software.
• Knowledge of filing and record keeping.
• Knowledge of the principles and practices of court operations, calendaring of cases, and courtroom procedures.
• Knowledge of relevant laws and regulations as they apply to court operations.
• Skill in communicating effectively verbally, in writing, and orally in a face-to-face setting and by telephone with the public and employees.
• Skill in establishing and maintaining effective working relationships with employees, other agencies, and the public.
• Skill in organizing and adhering to detail.
• Skill in using data processing systems and other modern office equipment and machines.
• Ability to Complete detailed work accurately and in compliance with department standards.
• Ability to maintain confidentiality.
• Ability to adapt and apply changes made within a given time frame.
• Ability to accommodate changes with little to no notice.
• Ability to communicate effectively with a wide variety of employees including judges, judicial staff, court leadership and administration, attorneys and the general public.
• Ability to work under pressure in a dynamic environment with changing demands and priorities.
• Ability to develop and maintain effective working relationships with associates, employees of other departments, representatives of other organizations, County officials, and the public.
• Ability to keep management informed of key operating issues affecting the department.
• Ability to remain current in knowledge required to perform assigned duties.
• Ability to handle confidential matters and maintain discretion.
• Ability to work professionally and effectively with co-workers, parties, victims of crime, witnesses, and the public.
• Ability to act with courtesy, tact, and diplomacy.
• Ability to follow written and verbal instructions.

Desirable Qualifications

High School Diploma or G.E.D.; AND two years responsible clerical work; AND; demonstrated ability to type fifty (50) WPM; OR equivalent combination of education, training and experience.

Employee Benefits

Navajo County offers a comprehensive employee benefits package to regular employees working 40 hours per week that includes:

(Regular Part Time employees working 30 – 39 hours a week receive some benefits on a pro-rated basis.

Part Time employees working less than 30 hours a week and temporary employees do not receive benefits)