CITY OF OVERLAND PARK - POSITION DESCRIPTION

JOB SUMMARY STATEMENT: Performs all clerical and customer service duties related to the daily operation of the Municipal Court. May include any of the following duties: processes daily financial transactions; creates and maintains electronic case files, scans hard copies to the electronic record; audits files, schedules court appearances or appointments for alcohol/drug assessment, prepares and completes all documentation for cases after judge's rulings, probation and diversion intake, alcohol/drug assessments, inventories and orders office supplies.

DUTIES AND RESPONSIBILITIES:

Municipal Court Division:

Processes in-person, mailed, and electronic receivables by posting payments in court case management software, and completing all associated reports, including a daily cash balance.

Provides in-person, email correspondence, and telephone customer assistance to all persons who come in contact with the court. Answers case related questions and schedules cases for the appropriate docket at customer service windows, through multiple incoming telephone lines as well as email communication.

Creates the official electronic case file by receiving and entering all information from traffic tickets and Notices to Appear.

Completes all disposition clerical work for cases after the judge's ruling. Enters orders, documents all sentencing requirements, schedules cases for future appearances on the court docket through the use of pre-set calendars and notifies all related parties, and completes all required forms for distribution to other agencies and government entities, including the Department of Motor Vehicles and the Kansas Bureau of Investigation.

Reviews electronic case files for accuracy of data entry and that all information has been correctly shared and reported.

Schedules cases for appearance on the court docket through the use of pre-set calendars and notifies all related parties.

Completes all required forms and reports for distribution to other agencies, including the Department of Motor Vehicles and the Kansas Bureau of Investigation.Process Driver's License Reinstatement.

Provides immediate communication to attorneys, prosecutors, police officers, and defendants as needed for case preparation.

Accesses criminal history data for sentencing and updates criminal history regarding dispositions in our court.

 Process Records Requests in conjunction with Kansas Open Records Act requirements.

Processes subpoenas, expungements, failures to appear, posts cash bonds, creates warrants, and suspends and reinstates drivers licenses.

Meets with defendants to explain community service hours. Verifies completed hours.

Prepares documents for scanning, scans documents, and verifies quality of digital images. Ensures documents are properly imported into the City's court case management system.

Any other duties as required by supervisor. Performs any other duties as required during emergency and/or incident operations.

The employee must work the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during regular business hours or shifts) to communicate with subordinates, supervisors, customers, vendors and any other persons or organization with whom interaction is required to accomplish work and employer goals.

The employee must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks, where applicable.

Court Services Division:

Provides customer service though initial client contact in the program office. Confirms individual court status of clients and answers questions regarding process, scheduled appointments, answers telephones and provides relevant information to probation officers, and substance abuse specialists.

Is the initial contact for all defendants entering into supervision and informs defendant of reporting requirements. Prepares all files/documents related to probation and diversion intake (initial appointment) and enters specific sentencing information into court case management system;

Prepares all documents for clients prior to appearing for alcohol/drug assessment. Schedules appointment; completes criminal history; obtains police reports; obtains required releases; explains testing procedures; and initiates the same.

Provides case maintenance assistance to supervision officers by reviewing and responding to the Court Services designated inbox, as well as recording drug screen results and defendant correspondence in the case management system.

Serves as the central clerk point of contact for all House Arrest related matters. Reviews and enters all Orders, installations, and reports into the case management system. Sends Review date notices as appropriate.

Communicates with prosecutor's office as required to coordinate services as it pertains to diversion agreement orders.

Audits pending/active case files to ensure that appropriate action has been taken relative to each case.

Assists with general clerk/cashier duties as directed by the Court Supervisor.

Assists with special projects as directed by the Court Services Supervisor.

The employee must work the days and hours necessary to perform all assigned responsibilities and tasks. Must be available (especially during regular business hours or shifts) to communicate with subordinates, supervisors, customers, vendors and any other persons or organization with whom interaction is required to accomplish work and employer goals.

The employee must be punctual and timely in meeting all requirements of performance, including, but not limited to, attendance standards and work deadlines; beginning and ending assignments on time; and scheduled work breaks, where applicable.

GENERAL QUALIFICATIONS

EDUCATION & SPECIAL LICENSE(S)/CERTIFICATIONS:

Basic education which includes courses in typing, office practices and word processing, or additional equivalent experience.

Access to the Kansas Criminal Justice Information System (KCJIS) is required, so the following KCJIS requirements apply:

Must be at least 18 years of age.

Must not have any felony or serious misdemeanor conviction(s).

EXPERIENCE:

Two years of clerical experience, preferably in a customer service and cash handling related position.

SKILLS:

Basic math and accounting skills.

Good oral communication skills.

Technical/computer skills.

Attention to detail.

High level of accuracy.

Data entry skills.

Good listening skills.

Good organizational skills.

Good customer service skills.

MENTAL REQUIREMENTS:

Ability to work under distracting conditions.

Alpha and numeric recognition.

Ability to recognize and protect confidential information.

Ability to organize, file, and effectively retrieve data.

Diplomacy and judgment.

Ability to carry out assignments through oral and written instructions.

PHYSICAL REQUIREMENTS:

Hand and eye coordination adequate to input computer, calculator, copy machine, and computerized cash register.

Ability to communicate effectively in person and via telephone.

SUPERVISORY RESPONSIBILITY (Direct & Indirect):

None.

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory