Senior Deputy Clerk of City Court

Department/Agency of position: 
City of Baton Rouge Parish of East Baton Rouge City Court/Accounting Department
Location of position: 
Baton Rouge, LA
Wage/Salary: 
$41,114 Annual
Date Posted: 
Wednesday, January 10, 2018
Closing Date: 
Thursday, January 25, 2018
Job Description: 

NOTE: Applicants using education to qualify for any job MUST submit a copy of their degree or transcript at the time of application. Applicants applying for any position that requires an official certification MUST submit a copy of that certification at the time of application. Applicants MAY use experience as a substitution only if the minimum requirements indicates such.

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 and/or fiscal services. Duties also involve assisting the Clerk of City Court/Judicial Administrator, Court Administrators, or 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.

ESSENTIAL WORK TASKS Organizes, assigns, and supervises the work of a medium to large size clerical and/or 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 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 the safeguarding and proper deposit of all money collected for court fines and fees. Supervises bond forfeiture process and bond cancellations and their filings in the Parish Clerk of Court office. Assists outside auditors in audits of City Court records. 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.

KNOWLEDGE, SKILLS, AND ABILITIES Knowledge of court procedures, legal terminology, laws, regulations, and orders pertinent to City Court. 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 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, or a related field, and four years of experience in progressively responsible clerical or fiscal work of a legal nature, including three years of supervisory experience.

SELECTIVE CERTIFICATION Experience with fiscal or accounting duties preferred. Experience preparing fiscal or statistical reports preferred. Experience supervising and managing the revenue collections for an overall department or organization preferred. In order to be considered as having the required selective certification experience, applicants must have at least 6 months full time experience performing the selective certification duties.

EXAMINATION Score derived from application grading.

APPLICATION NOTE In your employment application, please include detailed information such as software and equipment used, documents produced, fiscal or legal duties performed, types of customer service provided, decisions made, guidelines followed, supervisory duties, etc. Also detail educational information and provide original documentation of college, vocational and continuing education and/or industry certification(s).

To apply for this position, you must submit an application to the Department of Human Resources located at 1755 Florida St, Baton Rouge, LA 70802.  The application and additional information is located at www.brgov.com/dept/hr

Applications may also be emailed to recruiting@brgov.com or faxed to 225-389-4962