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Deputy District Clerk II-Civil Frontline

Company: McLennan County, Texas
Location: Waco
Posted on: June 9, 2021

Job Description:

Position Summary

Processes and maintains all documents and court minutes in the care, custody, and control of the Family and Civil Court. Prioritizes activities, delegates work. Incumbent uses knowledge of the Family Code, T.R.C.P property code, Texas Code of Criminal Procedure, McLennan County Local rules, and changes in the legislation to ensure that all filings conform to requirements. Acts as division liaison to the judges, the court coordinators, attorneys, other county departments, law enforcement, state and federal government agencies, schools, day care centers, and the general public.

Job Description

ESSENTIAL JOB FUNCTIONS:

  • Records and processes all court documents, ensuring file integrity.Maintains confidentiality of adoptions, terminations, protective orders, and judicial bypass cases
  • Determines action to be taken on highly sensitive documents to comply with confidentiality statutes.
  • Seals cases upon Court Order as appropriate in a timely manner
  • Prioritizes and delegates work tasks; oversees the quality of work production
  • Conforms, processes, certifies, and distributes copies of all orders signed by the judge. Handles judgment, sentence, and commitments
  • Inputs and updates computer information on legal documents filed, changes in the Attorney database, status of parties and cases, and service paper tracking
  • Ensures protective orders are properly and expeditiously channeled to the appropriate agency or school to prevent injury or death to family violence victims. Ensures proper papers are channeled to MHMR Commission and Texas Youth Commission on specific Juvenile cases
  • Performs courtroom duties, which include overseeing the checking out of files, and maintaining a written journal of outgoing and incoming files and following the blue card policy
  • Informs Pro Se litigants of court policy and procedures at the time of filing to eliminate unnecessary confusion and delays. Verifies proper paperwork before taking Pro Se litigants to the courtroom
  • Coordinates with District Judges, Associate Judge, and 4-D Court over Pro Se dockets.Advises attorneys and their staff on procedures
  • Distributes specific legal documents in a timely manner in order to prevent excessive continuation of litigation, expenses and possible law suits against the District Clerk's Office. Forwards statistical data on every case to Austin. Responds quickly to new instructions, situation, methods and procedures
  • Enters into computer database all information on new cases filed by the District Attorney's Office (delinquency, certification, child in need of supervision, determinate sentencing), the Texas Department of Protective and Regulator Services (emergency removal, motion to investigate child abuse, and SAPC), private attorneys (adoptions, etc.), and the general public. Accepts all monies when applicable
  • Operates scanner to produce electronic images for recording court minutes and to preserve the courts records
  • Updates dismissal dockets, process cost bills, and releases of judgments when paid
  • Reviews and approves all bonds to confirm that they comply with court orders and the civil statutes
  • Determines when to prepare a certificate of proceeding and makes computer entries to notify all necessary agencies of court action
  • Responsible for the filing and collection of monies on all new suits, motions, bonds, ingoing and outgoing transferred cases, writs, issuance and service of process. Balances cash drawer and makes daily deposit
  • Processes electronically filed cases and pleadings for Civil and Family sections. This includes verifying documents, debiting customer's accounts, preparing return receipts, and processing the appropriate documents. Notifies the respective Court Clerks when E-File documents are completed
  • Responsible for tracking, ordering and returning closed court files from the McLennan County Archives and District Clerk Records; Assists the public with looking up disposed records
  • Processes inquiries and requests for information and provide an appropriate response within a reasonable time frame
  • Receives and processes documents filed with the court; reviews for accuracy and completeness; records and processes orders, judgment and decree of court
  • Process court documents in accordance with court procedures and legal requirements; maintains official records of court proceedings
  • Quotes court costs including bills of costs for delinquent tax suits and collects the court costs, handles money transactions and balances the cash drawer daily
  • Maintains accurate filing system and prepares written correspondence in response to inmate mail and attorneys
  • Files all legal instruments and other documents ordered by the court and maintains integrity of records
  • Reviews, sorts, assembles and organizes materials; routes and delivers daily mail and documents to appropriate parties
  • Performs routine office procedures such as answers telephone, accepts payments, issues receipts, processes mail, photocopies, scans documents and locates files and case information for attorneys, District Attorney, parole officers, state agencies and the general public
  • Regular attendance and timeliness are required

EDUCATION:

Required:

  • High School Diploma or GED

SKILLS ~ EXPERIENCE:

Required:

  • 3 years' experience in an office or business operation
  • 1 year experience as a Deputy District Clerk or related court work
  • General knowledge of basic hardware and software and uses of a variety of different computer operating systemssuch as Microsoft Office Work, Excel, Outlook
  • Ability to interpret legal documents
  • Ability to understand and apply appropriate statutes and codes, instructions, safety rules and other policies and procedures
  • General skill in operating standard office equipment such as personal computers, calculators, and telephones
  • Exceptional skill in establishing and maintaining effective working relationships with County staff and attorneys, litigants, defendants, Court Administrative Office and other Courthouse office, judges, witnesses, police departments and the public
  • Possess excellent communication skills in expressing oneself clearly and concisely, both orally and in writing
  • Must be able to manage time and work with minimal supervision
  • Must also be personally bondable
  • Must be able to type 40 wpm
  • Ability to accurately sort, file, and retrieve material using alphabetical, numerical, or chronological systems

Preferred:

  • Proficient knowledge of basic rules and regulations relates to court procedures including Texas Rules of Civil Procedure, Family Code, Civil Practice and Remedies Code

All Employees

o Must be committed to achieving excellence in assigned duties, always in service of the county and community

o Must have ability to earn and keep the trust of fellow employees and the community at large

o Must be dependable as an encouraging force for team morale and in overall attendance

o Must be approachable and ready to help fellow employees and the general public

ENVIRONMENTAL FACTORS: Work is performed mostly indoors in a climate controlled facility

PHYSICAL DEMAND REQUIREMENTS:

  • While performing the duties of this job, the employee is regularly required to talk or hear
  • While performing the duties of this position, the incumbent is regularly required to sit, stand, walk, carry, climb, stoop, lift, push and pull
  • Must be able to safely lift 20 lbs.

HOURS / SPECIAL CONDITIONS: Regular schedule is 8 a.m. to 5 p.m., Monday through Friday. This position may be required to work a flexible schedule based on the needs of the facility.

Disclaimer

LIMITATIONS AND DISCLAIMER: The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.

DISCLAIMER: McLennan County will conduct background checks on new hires that will include a criminal background check related to convictions and deferred adjudications in the past seven years and may include credit reports, motor vehicle records, employment records, and educational attainment. A conviction or deferred adjudication is not an automatic bar to employment. Each case is considered individually.

Keywords: McLennan County, Texas, Waco , Deputy District Clerk II-Civil Frontline, Other , Waco, Texas

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