Police/Court Clerk

at City of Rose Hill in Rose Hill, Kansas, United States

Job Description

Position Summary:

Under the supervision of the Chief of Police, the Police/Court Clerk is a non-exempt position under FLSA which performs general clerical and office duties which include court responsibilities.  Primary responsibilities of the position are entering data into the computer system, proofreading and making corrections to reports, and maintaining department case related record files.  Must maintain absolute confidentiality of extremely sensitive and restricted information, data and records obtained through or because of employment with the city.  Must be able to establish and maintain effective working relationships with internal and external customers.

Essential Functions:

• Performs computer and data entry including distribution of correspondence, memos, and reports.
• Maintains department records, logs, and files.
• Assists in the preparation of reports and compiling statistics. Prepares reports and other documents for external customers such as District Court, Municipal Court, other law enforcement agencies.
• Responsible for Court, including compiling, processing, and docketing of tickets and complaints.  Acts as custodian of Court Records.
• Issuance of Failure to Comply notices, suspension of driver’s licenses, diversions, warrants and subpoenas.
• Assists the Judge and City Prosecutor will all paperwork at court sessions and follow up on sentence requirements set forth by the Judge and/or City Prosecutor for Diversions.
• Responsible for reporting and non-reporting probation and diversion, as assigned by the Judge.
• Maintains up-to-date files regarding court orders defendants, such as: attending/completion of anger management, attending/completion of substance abuse/dependency evaluation, all other court ordered activities.
• Processes tickets, complaints, or related paperwork for prosecution.
• Handles money received from insurance companies and attorneys for payment of report copies.  Responsible for receipt of money for payment of fines and prepares court deposit.
• Provide citizens with quality customer service and coordinate inter department interaction to ensure smooth, efficient operation.
• Position requires a high level of attention to detail and must meet deadlines frequently.
• Must be available for all Court related activities, unless given prior authorization.

Marginal Functions:

• Process criminal history checks.
• Assists the public with vacation home requests, pet registrations, fingerprinting, and other licensing.
• Follows department policies and procedures.
• Assists other City departments.
• Perform other duties as deemed necessary or assigned.

The examples of work performed are not intended to be all-inclusive. The City of Rose Hill reserves the right to assign additional duties and responsibilities as needed.

Position Requirements:

Experience:

• One Year of similar or related experience is required.
• Expected to have acquired the necessary information and skills to perform the job reasonably well within one year of employment.

Tools & Technology:

• Thorough knowledge of computers, accounting principles, office equipment, office procedures, and a working knowledge of investments and mathematics is required
• Ability to follow departmental policies and procedures, concentrate on tasks in the presence of distractions, to prepare reports, and to interpret written instructions, proposals, reports and financial statements is required
• Should possess excellent public relations, organizational, and oral and written communication skills in English
• Must be able to complete and check reports and documents, understand and anticipate problems, read and interpret manuals, legal documents and reports

Problem Solving:

• Frequent independent problem solving is involved.
• Make decisions about resolving citizen complaints, and complaints from the public.

Decision Making:

• Make decisions about prioritizing daily work assignments and performing daily duties in the most efficient manner

Supervision: 

• Works under the direction of the Police Chief, or their designee.

Personal Relations:

• Daily contact with the public, co-workers and supervisory personnel, and excellent personal relations skills is expected

Working Conditions:

• No adverse working conditions exist in this position
• Working in an office setting with a computer is a primary aspect of this position
• Deals with the public, including those who are angry and upset

Must be able to pass an extensive background check, drug screen and physical.