POSITION DESCRIPTION
Jo Daviess County, Illinois
Position Title: Deputy Circuit Clerk (Criminal Division)
Department: Circuit Clerk’s Office
Location: Courthouse
Reports To: Circuit Clerk
Salary Grade: 6
FLSA Status: Non-Exempt
SUMMARY:
This position assists the Circuit Clerk in the day to day operations of the criminal division of the court system. The Deputy Clerk is required to attend all sessions of Court and perform duties set out in the Illinois State Statutes, Local Rules and Administrative Orders.
APPOINTMENT AND SUPERVISION:
This position is employed by the Circuit Clerk and works under the supervision of the Circuit Clerk.
DUTIES AND RESPONSIBILITIES
Duties may include but are not limited to the following:
- Attend Court either in person and/or teleconferencing software and accurately docket the record to reflect the court proceedings and how the parties were present, either in person or teleconferencing software. Perform duties as court clerk by determining case order for time proficiency, swearing in witnesses, marking and tracking exhibits, and assigning future court dates. Make sure copies of filings are distributed to all parties
- Enter calculated fines and costs and record all dispositions in the computer
- Track payments and pursue and refer files with delinquent accounts to outside collection agency and remove files from collection program as required according to statute
- Daily reconciliation of accounts. Resolve discrepancies in account, if any. Secure daily revenue deposits
- Process initial paperwork for new Criminal, Traffic, Ordinance and Conservation Cases from State’s Attorney and Law Enforcement Agencies. Use Tyler Tech’s Odyssey e-FileIL/eFile & Serve and related PC/JIMS Inbox to process Criminal Case pleadings and verify they conform to the requirements of that case type, determine which case type is applicable as well as the case subtype, assign type of hearing and determine if the matter is of a mandatory appearance or a may appear status
- Work with State’s Attorney’s Office and Judiciary to develop a procedure used to determine when a warrant should be recalled and the necessary steps to follow once a warrant recall determination is made and Order entered. Identify warrants that require review by State’s Attorney and Judiciary and ensure the proper notification is relayed to the Sheriff in order to recall the warrant
- File and Process Search Warrants, Eavesdropping/Overhears, and Juvenile cases and immediately impound them as they are highly confidential
- Determine which records meet the statute requirements for record retention, and prepare the documents for scanning and destruction. Also determine which files need to be scanned and retained permanently
- Scan into the Case Management System all old files. Compare electronically filed documents that are entered into the Case Management System prior to shredding the originals
- Receive and Document Exhibits filed into cases to retain chain of command
- Prepare documents and check for accuracy on all cases to be placed on the public access terminal
- Assist defendants and coordinate the appointment of interpreters to the defendants as needed
- Process and transmit ADR (Automated Disposition Reporting) to the Illinois Administrator’s Office, Secretary of State, and Illinois State Police Bureau of Identifications
- Act as liaison with Offices of Secretary of State, IL State Treasurer, Dept. of Criminal Bureau of Identification, IL Attorney General, and the Administrative Office of the IL Courts
- Assist the Circuit Clerk when required on Petit, Grand and Coroner Juries
- Assist the States Attorney and other attorneys with computing court costs, filling out forms and filing paperwork
- Provide forms in courtrooms to be completed by Defendants and Attorneys
- Understand and process law changes as they pass the Legislation
- Prepare and maintain court schedules
- Issue warrants, summons and rules to show cause
- Assist Attorneys and Self-Represented Litigants with the expungement procedure
- Following the mandated law of E-Filing, assist all Attorneys and Self-Represented Litigants with establishing an e-mail, helping them choose which documents to file, and assist with submitting them via E-File
- Schedule marriages and complete marriage certificates before marriage by Judge
- Process incoming mail
- Process payments of fines and costs and make the appropriate change from our cash drawer
- Sending monthly dispositions to all Law Enforcement Agencies
- Perform criminal background checks for state agencies, military personnel or individuals
- Process traffic school applications and forward to Rock Valley College and Sauk Valley College, apply fees, enter dispositions and process convictions, if needed
- Possess the knowledge to assist in the civil division as needed
- Assist the public in all traffic and criminal matters
- Perform other duties as assigned and requested
MINIMUM QUALIFICATIONS:
- Graduation from a high school with course work in general office practices such as word-processing, spreadsheets and bookkeeping
- At least two years of related experience; or
- Any equivalent combination of related education and experience
KNOWLEDGE, SKILLS AND ABILITIES:
· Ability to solve practical problems related to the budget and accounting tasks
· Ability to accurately perform calculations that involve figures and amounts such as discounts, interest, and percentages
· Ability to defuse irate individuals or hostile situations
· Ability to communicate effectively verbally and in writing with the public, officials, departments, offices, and staff; to make effective public presentations; and to prepare clearly written correspondence
· Ability to perform a variety of diversified tasks with a high level of accuracy and in a timely fashion
- Working knowledge of, experience with, and skill in the operation of personal computers and computer programs such as word processing, electronic spreadsheets, bookkeeping and databases
- Ability to multi-task and work in an accelerated environment in the Circuit Clerk’s office and the courtrooms
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this position, the employee is frequently required to sit, stand, walk, reach with hands and arms, climb or balance, use hands to finger, handle, or feel objects, tools, or controls, stoop, kneel, crouch, crawl, and talk or hear. Specific vision abilities required by this job include close vision, distance vision, and depth perception.
The employee must occasionally lift and/or move up to 25 pounds.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job the employee is mainly working indoor, in a general office setting.
The noise level in the work environment is usually quiet to moderate, although from time to time it may be loud due to the operation of construction and maintenance equipment.
The requirements of this position may require the incumbent to work outside of normal business hours.
Job Type: Full-time
Pay: From $21.37 per hour
Expected hours: 40 per week
Benefits:
- Flexible spending account
- Health insurance
- Health savings account
- Paid time off
- Retirement plan
Schedule:
- 8 hour shift
- Monday to Friday
Ability to Relocate:
- Galena, IL 61036: Relocate before starting work (Required)
Work Location: In person