Deputy Court Clerk bei City of Fountain

Description

Job Summary

The Deputy Court Clerk provides clerical, financial, and courtroom support to ensure the efficient operation of the Municipal Court, with a strong emphasis on customer service and direct interaction with the public. This position assists with case processing, docket preparation, recordkeeping, and courtroom administration, including performing clerk and bailiff duties during court sessions. The Deputy Court Clerk is responsible for maintaining accurate court files, processing payments and financial transactions, preparing correspondence, and coordinating with defendants, attorneys, law enforcement, and other agencies. The role requires professionalism, confidentiality, and effective communication skills to explain court procedures, sentencing requirements, and payment options to the public. The Deputy Court Clerk is expected to uphold the City’s Mission, Vision, and Core Values while fostering a professional, collaborative, and service-oriented court environment.

Duties and Responsibilities

• Coordinates with the jail, Police Department, and other agencies regarding in-custody defendants; processes cancellations of warrants, writs of commitment, and outstanding judgments; prepares subpoenas, mittimus orders, and evidence requests.
• Performs accounting duties, including balancing and reconciling daily cash receipts, processing payments for fines, fees, and bonds, and verifying and submitting deposits to Finance.
• Maintains a working knowledge of court procedures, laws, regulations, and orders; assumes Court Administrator responsibilities in their absence as assigned.
• Conducts research by obtaining driving and criminal history records, retrieving files, reviewing financial information to determine indigency, and verifying completion of court-ordered public service, classes, or programs.
• Prepares and organizes the courtroom for sessions; performs clerk and bailiff duties, including attending court, recording proceedings, marking and maintaining exhibits, preparing orders and judgments, and distributing court forms.
• Opens, sorts, and processes incoming mail; prepares correspondence; responds to inquiries regarding court policies, regulations, and procedures; reviews and processes forms and documentation.
• Manages administrative tasks to ensure workflow efficiency; prepares correspondence with defendants and outside agencies such as the National Crime Information Center (NCIC), Colorado Crime Information Center (CCIC), Colorado Bureau of Investigation (CBI), Department of Motor Vehicles (DMV), and the Office of Personnel Management (OPM); maintains office supplies.
• Enters and updates case information in the court database, including defendant details, case types, court dates, payment plans, warrants, outstanding judgments, and show cause citations.
• Serves as custodian of court files; maintains confidentiality; organizes, logs, and tracks tickets; prepares dockets; maintains and closes case files; and purges records in accordance with retention policies.
• Explains terms and conditions of probation and other sentences imposed by the Court; refers defendants to appropriate programs and resources to fulfill sentencing requirements.
• Maintains and promotes a positive, collaborative culture within the City organization, demonstrating and supporting the City’s Mission, Vision, and Core Values.
• Establishes and maintains effective working relationships with citizens, coworkers, and other stakeholders.
• Performs other duties and special projects as assigned by the Court Administrator, Assistant City Attorney, or City Attorney.

Supervisor Duties

This position has no supervisory responsibilities.

Work Environment

Duties are primarily performed in a professional office and courtroom setting within a secure municipal facility. The noise level is generally moderate, with routine exposure to office equipment, phones, and conversations, as well as occasional periods of heightened noise during court sessions or when the courtroom is full. The position requires frequent interaction with judges, attorneys, defendants, law enforcement officers, and members of the public, often in situations that may be emotionally charged or stressful. Work involves frequent interruptions, shifting priorities, and the need to manage multiple tasks under deadlines. The role requires attention to detail, professionalism, and the ability to maintain composure in a fast-paced environment.

Requirements

Qualifications

• High school diploma or GED equivalent is required. Additional coursework or training in legal studies, criminal justice, or business administration is highly valued but not required.
• One (1) year of experience in a court, legal office, or related administrative/customer service role is required. Equivalent combinations of education and experience will be considered.
• Valid Colorado driver’s license required within ninety (90) days of hire.
• Must obtain ICS 100 and 700 certifications within twelve (12) months of hire.
• Must have proficiency with Microsoft Word, Excel, Outlook, and point-of-sale systems, including credit card payment processing.
• Familiarity with specialized court software, database systems, or social media communication tools is highly valued.

Required Capabilities

• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• To perform the essential job functions and to ensure the safety of themselves, their coworkers, and the public, employees must have the ability to regulate attention; to plan; to understand, remember, and apply information; to effectively interact with others; to concentrate and maintain pace; and to adapt or regulate one’s behavior.
• Ability to proficiently read, speak, and understand English. Proficiency in non-English languages is highly valued.
• Ability to add, subtract, multiply, and divide in all units of measure using whole numbers, common fractions and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
• Demonstrated strong verbal and written communication skills, analytical skills, statistical and mathematical abilities and interpersonal skills. Ability to read and interpret documents such as safety rules, operating maintenance instructions, and procedure manuals. Ability to write complex reports and distill information for many audiences.
• This position requires close, distance and peripheral vision.
• Ability to hear an average conversational voice in a quiet room, using one or both ears, at a distance of six (6) feet. Ability to hear sounds and signals indicating work and safety necessities.
• This position requires standing, walking and sitting for periods of time. Utilization of hands and fingers to operate office computer keyboard and equipment required. Must be able to reach with hands and arms, and stoop, kneel or crouch if needed.
• Must be able to lift up to twenty-five (25) pounds as needed and frequently lift up to ten (10) pounds. 
• This position requires effective proficiency in the use of computer software and applications, office equipment, and professional telephone use. The ability to adequately type quickly with few to no errors is also very important. This position will often require multi-tasking in the use of computer, phone, and office equipment while interacting with clients. Candidates for this position may be required to take and pass technology proficiency assessments prior to employment.

 ** This exempt position will be open from August 27, 2025, through September 16, 2025, or until filled. **