Title: Clerk of Court - Amherst JDR

State Role Title: Salary Non-Specified

Hiring Range: $53,784

Pay Band: UG

Agency: Supreme Court

Location: 24th Dist. CSU Branch Office

Agency Website: www.vacourts.gov

Recruitment Type: General Public - G

Job Duties

The District Court Clerk is the chief administrative officer for the court and is responsible for the management and application of court resources. This includes authority over financial performance, staffing, budgets, and efficient caseload processing (records, personnel, financial management, and public relations), and service to the public. Depending on the number of employees assigned to the clerk's office, the responsibilities range from managerial to "hands-on" clerical duties. The clerk is required to monitor caseload processing to ensure compliance with statutory requirements; to meet the needs of the court, other criminal justice agencies, and the public; and to foster sound management principles.
REPORTING RELATIONSHIPS
The District Court Clerk works under the general guidance of the chief judge and from established judicial and administrative policies and procedures. Little functional guidance is required from the judge on a day-to-day basis.

In addition, the clerk may oversee the activities of subordinate supervisors or directly manage court staff.

AUTHORITY
The District Court Clerk exercises considerable discretion in decisions related to personnel and accounting procedures and the efficient processing of court documents. Only the most unusual circumstances or change in established policy require the personal attention of the judge. Depending on court size and organizational structure, a clerk may have single or multi-court responsibilities.

DUTIES AND RESPONSIBILITIES
Duties and responsibilities include but are not limited to the following:

PERSONNEL
1. Coordinates and schedules workload. Takes steps to balance workload when needed.
2. Monitors the quality and quantity of work through observation, spot checks, management reports from supervisors and regular meetings with subordinates.
3. Conducts annual performance evaluations based on established standards.
4. Recommends promotions, salary increases, etc., to judge for approval.
5. Recruits and evaluates job applicants for vacant positions and refers finalist candidate(s) to the chief judge.
6. Ensures compliance with all federal, state, and local statutes concerning personnel matters such as wage and hour laws, EEO guidelines, etc.
7. Approves leave requests so as to ensure sufficient coverage at all times.

FINANCIAL
1. Prepares state and local budgets for judge's review and makes presentations to the appropriate govern- mental unit.
2. Reviews or personally prepares all weekly and monthly financial reports.
3. Monitors or directly controls proper cash handling procedures.
4. Reviews or maintains personnel, payroll, and leave records.

Records Management
1. Ensures the proper execution and administration of all court documents.
2. Establishes uniform procedures for processing and filing all records consistent with the Committee on District Courts (CDC) guidelines and statutory requirements.
3. Evaluates operations for possible improvement.
4. Establishes mechanisms to assure that court papers and documents are transmitted to appropriate officer and agencies in a timely manner.
5. Reports all caseload activities to the Office of the Executive Secretary (OES) on a regular and timely basis.
6. Personally responds to unusual situations or problems.

SERVICE TO THE PUBLIC
1. Ensures through performance standards, policies, and disciplinary actions that the public will be treated fairly and courteously by court employees and that court system facilities, services, and programs are accessible to individuals with disabilities through reasonable accommodation.
2. Establishes and monitors policies that balance customer service needs with the working demands of the court; e.g., types of questions that will be answered, use of telephone answering machines, etc.
3. Represents the court at appropriate functions.

PLANNING
1. Investigates new management concepts for use in the court.
2. Evaluates or suggests enhancements to automated systems where needed.
3. Monitors the adequacy of physical resources (office space, equipment, and supplies). Requests current and future needs on a timely basis.

AUTOMATION
Ensures appropriate technology for court system purposes, including mainframe and personal computer applications

OTHER
Assumes additional responsibilities on a temporary basis other than those primarily assigned to the position as required by management.

Minimum Qualifications

A combination of education and experience is required to provide competence in the areas of responsibility. Experience is generally more beneficial; however, education and experience may balance one another. Less experience may be balanced by education in relevant areas; conversely, less education than recommended may be balanced by increased experience in relevant areas. Generally, the following will apply:

1. The most competitive applicants will possess a college degree, college or business school courses plus a high school diploma or equivalent

2. Considerable/substantial amount of court, business or office-related experience is required including the following knowledge, skills, and abilities:

• Managerial ability in the public or private sector; particularly strong organizational skills are necessary to plan, coordinate, and direct a diversified range of financial, personnel, judicial, public relations, and data processing duties.
• Knowledge of accounting and bookkeeping principles, including the ability to prepare (or review) and present final budget reports to the city/state, and to assume responsibility for all accounting reports and records; technological competence to oversee court auto- mated systems is required.
• Supervisory abilities include the recruiting and hiring of new employees, training staff, conducting employee performance appraisals, making salary recommendations; organizing and directing subordinate supervisors and/or personnel; and establishing and maintaining a high level of performance standards for one or more divisions (if applicable).

DECISION-MAKING ABILITY
Strong decision-making capabilities to independently interpret complex facts and circumstances to determine the appropriate course of action under standard or accepted practices is required.

INITIATIVE
A high degree of creativity and initiative preferred in order to recommend improvements which will minimize potential errors, resolve unanticipated problems, and improve court services.

LEADERSHIP
The ability to direct court operations from established policies and general objectives with little functional guidance from the chief judge is required.

INTERPERSONAL SKILLS
A high degree of judgment, understanding, and tact is required to communicate and interact with internal and external contacts (other courts, government agencies, police departments, attorneys, and the public).

TECHNOLOGY
Proficiency in the use of personal computers, PC applications, such as Word and EXCEL, as well as automated records management and financial systems is required.

Additional Considerations

COURT SYSTEM KNOWLEDGE
Knowledge of judicial or regulatory requirements that affect court operations and case processing activities is preferred.

A high degree of creativity and initiative preferred in order to recommend improvements which will minimize potential errors, resolve unanticipated problems, and improve court services.

Special Instructions

You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Contact Information

Name: Val Moriconi

Phone: No Calls

Email: humanresources@vacourts.gov

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.

Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.