SUMMARY

The Chief Deputy Clerk is responsible for the daily administrative and operational supervision of the Municipal Court’s Clerk’s Office. The Chief Deputy Clerk is expected to take a leadership role and to independently perform tasks with little, if any, intervention or oversight by the Clerk of Court. The Chief Deputy Clerk works in partnership with other employees, departments/divisions, agencies and the public in delivering effective and innovative services. The Chief Deputy Clerk acts in the place of the Clerk of Court and clerk staff are directly answerable to the Chief Deputy Clerk regarding all managerial and operational matters.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following (other duties may be assigned.)

The Chief Deputy Clerk must be able to perform and to train staff regarding all essential tasks required by the position. The following statements are illustrative of the essential functions of the job and do not include other nonessential or peripheral duties that may be required by the Clerk of Court or by the Judge.

1. Responsible for supervising and assigning work to Deputy Court Clerks and clerical staff. Direct and answer questions concerning work assignments and processes. Review Deputy Court Clerk and clerical staff work in progress or upon completion of daily assignments to ensure that quantity and quality of work are acceptable.
2. Provides and/or directs the training for Deputy Court Clerks. Identifies additional training needs of subordinate employees. Appraises performance of subordinate employees. Assists in improving deficiencies. Responsible for on-going documentation of procedures for all clerk functions.
3. Responsible to respond to and resolve staff complaints or grievances, and to de-escalate workplace conflict situations, by explaining court processes as well as policy and procedures, and requiring conformity with same. Administer non-termination discipline as necessary, or refer to Clerk of Court as appropriate for more serious disciplinary responses.
4. Supervises all case opening procedures: receives, reviews, posts, files, and assigns case dockets to all filed cases, including without limitation all misdemeanors, small claims, evictions, felonies, tickets or e-tickets complaints, civil cases, sealing of record petitions, administrative license suspension (“ALS”) appeals, and driving privilege requests; establishes, coordinates, and prepares court arraignment.
5. Supervises all case maintenance and closure procedures: establishes and maintains files and computer records on all court matters, including without limitation, as to all case types, restitution, work programs, deferred and default judgments, subpoenas, summons, warrants, protection orders, arraignments, pretrials, and trials, default judgments, and judgment enforcement (e.g., wage and bank attachments). Responsible for timely service of all court documents requiring service.
6. Supervise the continuous monitoring of fax-filed documents and their appropriate and timely processing.
7. Supervises Deputy Clerks responsible for checking daily logs for prisoners lodged in the Medina County Jail, and oversees all documentation and communications to Jail concerning prisoner incarceration status.
8. Supervises the operation of the court’s traffic violations bureau.
9. Accepts and accounts for, and issues receipts for, all monies or other deposits made including without limitation all fines and costs paid; bonds or bail posted and/or released; restitution paid; required filing fees; jury demand deposits; and witness and jury fees.
10. Balances clerk window cash drawer daily and prepares daily cash report and deposits, as needed. Oversees court accounting personnel in the collection, distribution, and documentation of all funds received and distributed by the court.
11. Responsible for timely and accurate submissions to Bureau of Motor Vehicles (“BMV”) as required, including without limitation license privilege and suspension information; offense conviction data; administrative license suspension (“ALS”) data; vehicle registration blocks and license blocks; license and/or license plate impoundments; and includes corrective information respecting prior submissions to BMV as required.
12. Supervises the timely and on-going electronic processing of all case activity (using Benchmark, the court’s case management software) in the criminal/traffic case queues for which the clerk’s office is responsible, including without limitation the following document queues: warrants; protection order creation or termination; clerk documents; documents reviewed by Judge or Magistrate; documents signed by Judge or Magistrate; filings submitted by Judge or Magistrate; finalized documents; and rejected documents.
13. Supervises the timely and on-going electronic processing of all case activity (using Benchmark, the court’s case management software) in the civil case queues for which the clerk’s office is responsible, including without limitation the following document queues: civil cases with tasks to be done; clerk documents; documents reviewed by Judge or Magistrate; documents signed by Judge or Magistrate; filings submitted by Judge or Magistrate; finalized documents; and rejected documents.
14. Supervises the posting and maintenance of all court journals and case dockets; assures that all appropriate court records are maintained and available for proper public record requests.
15. Supervises all clerk assistance and instruction given to parties and counsel concerning compliance with court orders.
16. Issues subpoenas, summons, warrants on complaint or for failure to appear, and all other legal process and documents as necessary.
17. Acts as liaison between the Municipal Court and various individuals, agencies, and departments including law enforcement officers, attorneys, jurors, and defendants in matters before the Court.
18. Supervises preparation of correspondence to affiliated agencies and/or the public as necessary.
19. Prepares Deputy Court Clerk timesheets for submission to court payroll department.
20. Identifies and recommends improvements in operations to ensure functions are efficient and cost effective, including without limitation regarding staffing needs and deployment, and employee performance reviews.
21. Take proper safety precautions, anticipate unsafe circumstances, and act to prevent accidents. Participate as directed in on-going review and training regarding Court Security Plan, Continuation of Operations Plan, and related court policies.
22. Handle in a professional manner citizen complaints and inquiries regarding court operations. Respond to inquiries requiring broader knowledge of municipal court operational policies and procedures.
23. Perform all related duties as authorized or required by law, or as assigned by the Clerk of Court or the Judge.

WORKING KNOWLEDGE OF OTHER DUTIES

Supervise operations to achieve goals within available resources; plan and organize workloads and staff assignments; train, motivate, and evaluate assigned staff; review progress and direct change as needed. Provide leadership and direction in the development of short range plans. Assure that responsibilities are performed within the required time frame. Assure effective and efficient use of personnel, materials, facilities, and time. Communicate official plans, policies, and procedures to staff. Maintain liaison with other units/divisions/departments. Determine work procedures, prepare work schedules, and expedite workflow; study and standardize procedures to improve efficiency and effectiveness of operations. Issue written and oral instructions; assign duties and examine work for exactness, neatness, and conformance to policies and procedures. Maintain harmony among workers and resolve grievances; perform or assist subordinates in performing duties; adjust errors and complaints. Develop and implement policies, procedures, and standards for efficient and effective operation and maintenance of assigned operations. Assure compliance with established policies and procedures.

NECESSARY SKILLS, KNOWLEDGE AND ABILITIES

The person in this position needs to have an overall knowledge of office operations. He or she needs to have a pleasant, congenial personality. He or she needs the ability to follow instructions and work procedures. This person will act on behalf of the Clerk of Court. A person in this position should be punctual and be able to work with very little supervision. He or she will occasionally need to lift and bend, or climb a ladder, to retrieve case folders.

EDUCATION AND/OR EXPERIENCE

A college degree, or equivalent supervisory experience, is necessary. Classes in computer and/or people skills are desirable. Knowledge of word processing is necessary. Knowledge of basic legal terms is necessary. A good understanding of English grammar is necessary. Experience in bookkeeping is desirable.

PHYSICAL REQUIREMENTS

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. The job may require file box retrieval and restocking.

 These statements are intended to describe the general nature and level of work being performed by individuals assigned this classification. They are not an exhaustive list of all duties to be performed. Other duties may be assigned.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions of this position.