Senior Deputy Clerk of City Court



JOB CODE: 2052

PAY GRADE: 2220

SALARY RANGE: $41,114 - $69,955

LOCATION OF WORK
City Court

GENERAL DESCRIPTION
Under the general direction of a City Court Administrator, acts in the capacity of division head for the Civil, Accounting, or Records Division of Baton Rouge City Court performing highly responsible work of a supervisory nature. Work involves overseeing the services provided to the public and to the Court in the appointed division, and assigning, directing, coordinating, and evaluating the division's supporting clerical, legal, and/or fiscal services. Duties also involve assisting the Clerk of City Court/Judicial Administrator, Court Administrators, and City Court Judges. By rules of the Court and the laws of the State, an employee of this classification is an officer of the Court and must certify for the Court legal documents before being processed. Supervision is exercised over a staff of clerical and/or fiscal personnel. Performs other work as requested or assigned.

ESSENTIAL WORK TASKS
ACCOUNTING: Manages, plans, directs, organizes, and supervises the work of a medium to large fiscal staff relating to the receipts of funds from all Divisions within Baton Rouge City Court and some Departments within the City of Baton Rouge. Ensures daily deposits are accurate and timely. Maintains financial records for all Court financial collections to reconcile revenues to be appropriated to the applicable accounts. Prepares all financial reports for auditing purposes and collaborates on reports to the Department of Finance. Coordinates with the Louisiana Department of Revenue for tax liens. Coordinates with the Office of Motor Vehicles for the training on collection of fees and services relating to Office of Motor Vehicles functions conducted within City Court. Supervises and participates in all work relative to the fiscal activities of City Court. Oversees and supervises the Bond forfeiture processes and bond collection and their appropriated court and mortgage record filings. Directs, supervises, and reviews the daily accounting entries, makes necessary corrections, and journal entries. Prepares complex journal entries and fiscal transactions. Prepares detailed reports and analysis; completes monthly and year-end financial reports for the completion of the annual audit. Provides technical assistance and operating procedures related to establishing financial controls. Supervises the safeguarding and proper deposit of all money collected throughout the Court through Brinks Security or the Constable's Office. Assists outside auditors in audits of City Court's financial records. Manages and supervises all accounting staff in each section Bonds, Cashier, Auditors, Partial Payments, and Mail Payments. CIVIL: Organizes, assigns, and supervises the work of a medium to large size clerical, legal, and fiscal staff in preparing court records and collecting fines, court ordered fees, and advance civil suit deposits; ensures the maintenance of court minutes, court records, and preparation of court dockets. Coordinates and assigns personnel as needed daily to assist in the civil trial or civil duty courtrooms. Keeps abreast of changes in laws, rules, regulations, and other matters that affect the operations of the City Court; provides assistance to subordinates and instructions on changes in policies and procedures; develops and implements operational procedures and provides information from court records and files to interested and authorized parties. Reviews and certifies official documents received and distributed by the Clerk of Court offices; directs preparation of notice of judgments ordered by the Court. Supervises and organizes the maintenance and retention of closed court files and ensures the proper destruction of court records according to file retention schedules established by law or court rules. Supervises the expungement of court records and the keeping of evidence entered into the court records as ordered by the Court. Directs, supervises, and reviews the daily till accounting entries and makes necessary corrections. and journal entries; prepares more complex entries and fiscal transactions; prepares detailed reports and analysis; completes monthly and year-end reports for the completion of the annual audit. Supervises the collection of fines and fees and proper assessment and disposition to associated court cases; supervises the proper assessment of income tax garnishment receipts to the appropriate court cases with outstanding fines and fees, and the disbursement of remaining funds to the appropriate party. Provides technical assistance and operating procedures related to establishing financial controls relative to money assessment and collections. Responsible for safeguarding, assessing, and collecting of civil court cost. Manage and keep abreast of the laws that effect the Civil Cost Schedule and the Civil Filing and Service Fee schedule. Provides assistance to court personnel, attorneys, Judges, outside agencies, and the public regarding court cases and dispositions. Compiles and prepares statistical data for monthly and annual reports, as well as reports on operations and dispositions of cases. Coordinates interviewing process, makes recommendations for appointments, and trains employees; evaluates employee performance and responds to and manages employee complaints, grievances, and disciplinary actions. RECORDS: Manages, supervises, trains, and coordinates the activities of a medium staff responsible for all records of City Court Coordinates with the Secretary of State relative to Retention Schedules of various case files. Prepares statistical reports on incoming parking and traffic tickets. Manages the daily operations and ensure all traffic and parking citations are entered into the database prior to Court date. Coordinates with the Secretary of State to keep abreast of all laws surrounding retention schedules and establishing and submitting a destruction policy for case files to the Clerk of Court/Judicial Administrator for final approval. Coordinates and manages the storage of all court records and some evidence, either onsite of offsite via the Court's storage facility. Determines the archival date for various case files. Develops and implements operational procedures relative to accurate and timely storage and retrieval of documents. Runs record checks.

KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of court procedures, legal terminology, laws, regulations, and orders pertinent to City Court. Knowledge of modern principles, practices, and procedures of public financial administration. Ability to evaluate established accounting systems, controls and procedures for effective and efficient controls to establish concise daily operations and practices to support an accurate audit trail. Ability to analyze accounting, financial, and statistical statements and reports. Ability to plan and effectively execute the accumulation and analysis of fiscal and operational data for administrative purposes. Knowledge of the principles of office management and supervision and the ability to apply the principles to office operations and varied work problems. Skill in the use of modern office equipment such as telephone, computer, copier, calculator, and related peripherals. Ability to plan, organize, assign, evaluate, and supervise the work of a medium to large size clerical, legal and/or fiscal staff. Ability to communicate clearly and effectively, both orally and in writing. Ability to deal tactfully and skillfully with Judges, officials, attorneys, complainants, prisoners, and others contacted in relation to court operations. Ability to make decisions recognizing established precedents and practices and to use resourcefulness and tact in addressing and resolving problems. Ability to establish and maintain effective working relationships with Judges, Court Administrators, employees, and others contacted in the course of work. Ability to apply good work habits such as punctuality, reliability, preciseness, and dependability in order to effectively complete assigned tasks and contribute to the smooth operation of the department and division.

MINIMUM REQUIREMENTS

EDUCATIONAL AND EXPERIENCE
Bachelor's degree in business, criminal justice, accounting, finance, social sciences, or a related field, and four years of experience in progressively responsible clerical, legal, law enforcement, or fiscal work, including three years of supervisory experience.

SUBSTITUTIONS
Paralegal certificate can be substituted for one year of work experience.

CERTIFICATIONS / LICENSES / REGISTRATIONS
(Unless otherwise specified below, must possess at the time of appointment and must be maintained current throughout employment in this classification.) None.

OTHER JOB ASPECTS
None.


NOTE:
The work examples described in this specification are intended only as an illustration of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from job performance requirements if the work is similar, related, or a logical assignment to the job.