General Summary

Under the supervision of the County Clerk, with direction provided by the Circuit Judges, coordinates courtroom functions. Enters all courtroom activity into the computer system. Maintains records, prepares dockets, and pulls files. Oversees jury pool including orientation and attendance. Assists the Judge and the public in other related matters as requested.

Essential Functions

1. Keeps and maintains records of each case. Records on Register of Actions a brief synopsis of each paper filed, each order or judgment, court actions, and verdicts. Prepares other judgments/orders necessary for disposition of cases, including jail/prison judgments, abstracts to Secretary of State, and Notices of Right to Appeal.  
2. Opens new files; accepts pleadings and endorses every paper with date filed. Assigns judge by blind draw and assigns case number. Continues file maintenance by keeping all pleadings, orders, and judgments in an orderly fashion. Provides record copying as requested.  
3. Generates daily docket schedule, prepares monthly and quarterly trial reports, and generates other related reports upon request including statistical reports.  
4. Assists telephone callers, attorneys, and other visitors with information on court schedule, procedures, and specific case information.  
5. Types docket entries of pleadings processed in the courtroom including entering appropriate code for future date, change of attorney, closing, or other action.  
6. Performs other Court required functions including appointing State Appellate Counsel for criminal appeals, counsel for indigent parties, and doing reassignments of Judges for cause including doing the accompanying paperwork.  
7. Performs a variety of related support functions for the assigned Judge. Secures evidence and exhibits; suppresses files as ordered.                  
8. Processes Personal Protection Orders; interviews moving party, makes certain criteria is met and tenders petition, motion, order and instruction booklet. Processes paperwork after decision by the Court.   
9. Draws jury pool for the month. Notifies potential jurors with summons to appear. Prepares attendance and occupation lists. Contacts person for jurors to request postponements or excuses from duty. Conducts jury orientation and answers questions. Keeps attendance records, prepares and submits vouchers for payment.  
10. Completes non-service dismissals, term calendars, no progress dockets, garnishments, appeals and case transfers.

Other Functions

11. Prepare court files for Judge to review.  When prepping the Judge’s dockets, ensure paperwork are filed correctly and in proper order, the attorney of record in on the case and documents needed for court are in the file.

This list may not be inclusive of the total scope of job functions to be performed.  Duties and responsibilities may be added, deleted or modified at any time.

Employment Qualifications

Education:  High school graduation or equivalent/GED, or equivalent experience. Prefer advanced coursework in legal terminology and related areas. 

Experience:  Two years of office experience, preferably in a court, law office or other legal setting.

Qualifications:

Ability to access court files.

Knowledge of how to open and close cases, what Order closes out a case.

Knowledge of how to process seven-day orders and when to send them to Judge for signature. Ability to communicate effectively orally and writing. 

Ability to type accurately, with strong skills in data entry and filing systems.

Knowledge of office equipment and procedures. 

Knowledge of organization or department operations, services and policies. 

Ability to multitask and prioritize when waiting on judges, attorneys, clients and other court staff while processing paperwork. 

Ability to endure regular exposure to clients in various emotional states who may be verbally abusive or hostile.  

Ability to communicate effectively and courteously with the public.

Strong skills in customer service and acting in a professional manner.

Skill in Microsoft Office including Excel and Word. 

Knowledge in confidentiality rules, regulations, procedures, and legal terminology. 

Other Requirements:    None

The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description.  The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria.

FLSA Status:  Non-exempt

Workers’ Compensation Code:  8810

Occupational Employment Statistical Code:  53702

Physical Requirements  {This job requires the ability to perform the essential functions contained in this description.  These include, but are not limited to, the following requirements and working conditions.  Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements}:

• Ability to access court files.
• Ability to enter and retrieve information from computer.
• Prolonged sitting while in the courtroom.
• Lifting and carrying binders of documents weighing up to 20 pounds.
• Close vision (clear vision at 20 inches or less).
• Distance vision (clear vision at 20 feet or more).
• Color vision (ability to identify and distinguish colors).
• Peripheral vision (ability to observe an area that can be seen up or down or to the left and right when vision is fixed on a given point).
• Ability to adjust focus (ability to adjust the eye to bring an object into sharp focus).

Working Conditions:

Works in office conditions and courtroom.

Exposure to criminal defendants and others while in the courtroom and office.