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1905 - Resolution - Personnel ChangesRESOLUTION NO. 1905 A RESOLUTION OF THE CITY OF PORT ORCHARD, WASHINGTON ESTABLISHING THE EMPLOYMENT POSITION OF COURT CLERK AND ELIMINATING THE EMPLOYMENT POSITIONS OF ASSISTANT CLERK- PROBATION MONITORING AND ASSISTANT CLERK 1-RECEPTIONIST WITHIN THE PORT ORCHARD MUNICIPAL COURT. WHEREAS, the city periodically reviews the duties and responsibilities of employment positions, and WHEREAS, a review of Municipal Court operations and functions has resulted in a recommendation that job descriptions for the Assistant Clerk 1 -Receptionist (full-time) and Assistant Clerk 1 • Probation Monitoring (part-time) positions be combined to create a consolidated uniform job description titled "Court Clerk", and WHEREAS, consolidating the job duties for the two separate positions into one uniform job description will facilitate cross training; improving court operation and the work environment, and WHEREAS, it is the desire of the city council to establish that employees within the job classification of Court Clerk be eligible for advancement through the wage schedule at pre-designated time intervals. Advancement through each step will be subject to satisfactory job performance, and include advancement to the third step (after 1 year of employment) require satisfactory performance of in-court (criminal level) clerk duties, now, therefore, THE COUNCIL OF THE CITY OF PORT ORCHARD DOES HEREBY RESOLVE THAT: SECTION 1: Effective August 28, 2000 the employment position of Assistant Clerk 1 - Receptionist and Assistant Clerk 1 -Probation Monitoring are hereby eliminated. SECTION 2· (1) Effective August 28, 2000 the following job description and salary step schedule are provided for the position of Court Clerk within the Port Orchard Municipal Court. (2) Entry on the salary step schedule is subject to experience level. Advancement through these steps are not to be considered automatic, but will be subject to satisfactory job performance at each level, with advancement to Step 3 also requiring satisfactory performance in all in-court clerk duties (criminal and infraction matters): Step 7 Step 6 Step 5 Step 4 Step 3 Step 2 Step 1 After 5 years of employment After 4 years of employment After 3 years of employment After 2 years of employment After 1 year of employment After 6 months of employment First 6 months of employment Hourly" rate 13.46 12.82 12.17 11.62 11.05 10.53 10.02 SECTION 3: Effective August 28, 2000 persons who are currently employed by the City of Port Orchard in the positions of Assistant Clerk 1 -Receptionist (full-time) and Assistant Clerk 1 -Probation Monitoring Clerk (part-time) shall be transitloned to the position of "Court Clerk" retaining their current full-time or part-time status. PROVED by the Mayor and attested PASSED by the City Council of the City of Port Orchard by the Clerk in authentication of such passage this 28th day of August /Tii/VVV-'~ LESLIE J. WEATHERILL, MAYOR CITY OF PORT ORCHARD jOB DESCRIPTION job Title: Court Clerk Department: Municipal Court Reports To: Court Administrator FLSA Classification: Regular Non-Exempt Date of Last Revision: August 2000 This is a Fair Labor Standards Act non-exempt position. The Court Clerk is not a Civil Service employee. Employment is at will. General Function An incumbent in this class performs complex clerical, legal secretarial and accounting duties and exercises independent judgment and decision making within authorized limits. The position requires substantial on- the-job training and experience. An employee in this position is required to know substantially all of the court and office procedures, rules and authority, handle all incoming work, transact the general business of the Court and office, subject to very general supervision. Work is reviewed in process and upon completion for adherence to established rules and regulations and timeliness of completion. This is a non.,;upervisory position. Essential job Duties and Responsibilities The job duties and responsibilities set forth in this document do not represent a complete or exclusive list of duties. The Court Clerk is expected to perform any job-related task assigned to him/her by the judge, Court Administrator, or the Lead Clerk in the absence of the Court Administrator. The Court Clerk is required to perform a variety of daily tasks, which include, but are not limited to the following listed duties. While any one position's regular job assignments may not include all of the duties listed, all court employees may be required to assist with or to perform other court-related duties as assigned. Such assignments may include, working in other function areas to cover absences or relief, to equalize peak work periods, or to otherwise balance the workload. Court counter activities: • Assist the public at the counter • Answer the telephones JOB DESCRIPTION-COURT CLERK PAGEl OF4 • Receipt fines and payments • Receive and file all citations/infractions • Process all infraction requests for hearings • Schedule Time Payment Agreements for infractions and criminal violati:Jns • Manually file citations and other files to file cabinets • File closed cases to the archives and destroy closed cases at the direction of the Court Administrator • Process mail received Office Procedures/Computer Generated Activities: • Report case disposition to appropriate law enforcement agency or agencies, to Washington State Identification Section for recording on the NCIC/WSPC computers, and traffic-related disposition to Department of Licensing • Pull and run all court calendars • Monitor Bench Warrants after issuance to ensure they are properly quashed/recalled/ returned • Prepare Case Tracking Reports where required • Monitor and process failure to appear/respond notices to Department of Licensing • Monitor individuals in custody awaiting hearings to ensure they are seen in a timely manner • Request and post veh ide registrations for contested parking violation hearings • Prepare and mail notices of case setting/summons for-mitigation and contested hearing • Assist the Lead Clerk in monitoring community service workers, as needed • Set up time pay accounts for fines assessed by the Court • Monitor time pay and non-time pay aging reports Court room activities: • In court clerk for mitigation and contested hearings, process and file orde-s and findings • In court clerk for criminal arraignments, trials, hearings and all other criminal related matters • In court clerk for other court proceedings when required Probation Monitoring activities: • Prepare monthly Probation Case Status Report • Update and verify information contained on Plea and Sentence screens for all cases • Review all petitions and orders for deferred prosecution to ensure they meet court requirements • Check Deferred Prosecution files monthly to ensure compliance with court orders JOB DESCRIPTION: COURT ClERK PAGE20F4 • Review monthly treatment reports for all deferred prosecutions and suspended/deferred sentences • Schedule hearings as required due to noncompliance • Close files at the end of suspension periods if in compliance • Monitor compliance of court orders for deferred findings • Contact treatment agencies as required to update or clarify reports • Randomly verify attendance at court ordered M meetings • Monitor compliance with electronic home detention sentence assigned by the Court Other activities: • All other court related duties as assigned • Perform the duties of the Lead Clerk or other court positions to cover absences or relief, to equalize peak work periods, or to otherwise balance the workload Knowledge, Skills and Abilities The Court Clerk must possess the ability or aptitude to perform the following proficiently: • Basic data entry on the State computer program (DISCIS) • Knowledge offi/e maintenance procedures and filing systems • Knowledge of court policies, procedures, and documffltation • Ability to perform keyboard data entry at a minimum of 40 wpm • Ability to use a variety of office equipment including, but not limited to personal computers, typewriters, calculators, multi-line telephone system, telephone-fax machines, copiers, and system printers • Ability to read, comprehend, and verbally communicate the rules of the court in a clear and concise manner • Ability to deal with people, including impolite and hostile people, pleasantly and politely • Ability to maintain confidentiality at all times • Knowledge of basic accounting background in order to process court financial transaction • Excellent verbal and written communications skills Working Conditions The work of the Court Clerk is performed in an office and involves close and constant work with computers, which exposes the Court Clerk to normal computer emissions and requires repetitive motion tasks. The Court Clerk may be exposed to individuals who may become hostile and/or threatening. Due to the background of some defendants, the Court Clerk may also be exposed to bloodborne and/or airborne pathogens. JOB DESCRIPTION' COURT CLERK PAGE30F4 Physical Requirements The Court Clerk must have the ability to conduct voice communication, both directly and by telephone. He/she must be capable of operating common office equipment and computers. He/she must be capable of sitting for extended periods while court is in session. Occasional lifting of up to 50 pounds may be required. Emotionally capable of coping with occasional high stress and/or confrontations. Experience and Training • High School diploma or GED • One year experience working in the legal field and /or one year technical training in the legal field • Experience performing in-court clerk duties desirable • DISCIS experience desirable Any combination of experience and training that provides the desired skills, knowledge, and abilities. All city employees must successfully pass a pre-employment Drug Testing as prescribed by the City's Drug and Alcohol Testing Policy. Requirements outlined in this job description may be subject to modification to reasonably accommodate individuals with disabilities who are otherwise qualified for employment in the position of Court Clerk. Some requirements, however, may exclude individuals who pose a direct threat or significant risk to the health and/or safety of others. This job description does not constitute an employment agreement between the Employer and Employee, and is subject to change as the needs of the Employer and requirements of the job change. JOB DESCRIPTION' COURT CLERK PAGE40F4