Customer Service Representative, Municipal Court | | | | | | | | | | | | | | | Customer Service Representative, Municipal Court | | | | Deputy Court Administrator | | Customer Service Representative, Municipal Court | | | | Deputy Court Administrator | |
| | | | Provides customer service and administrative support for the Court Clerks Division. Answers the telephone and assists the general public. Updates CRMS; enters and updates appropriate information into the case management tracking software. Provides verbal instruction to customers utilizing Municipal Court website options. and creates correspondence as requested by staff. Performs general office duties as needed. | Duties and Responsibilities | Provides customer service and administrative support for the Community Services Division via telephone, emails and walk-ins.
Greets visitors.
Directs customers to the appropriate location, person, or department for service.
Acts as a receptionist; answers the telephone and waits on the general public; provides routine and general information on department and City policies and procedures as required;
Refers telephone calls to appropriate department personnel.
May receive, sort and distribute mail.
Initiates calls to defendants and attorneys regarding upcoming or missed court dates.
Performs miscellaneous and general office duties as needed.
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 through the use of pre-set calendars and notifies all related parties through multiple incoming telephone lines as well as email communication.
Provides immediate communication to attorneys, prosecutors, police officers, and defendants as needed for case preparation.
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.
Reviews and attaches citation images to newly created cases in the case management software.
Reviews arraignment court dates to verify that they are set on the correct dockets.
Audits insurance verification images to verify that the charge and case have been completed correctly.
Initiates phone calls to defendants and attorneys regarding upcoming or missed court dates.
Completes the returned mail process to attempt to ascertain updated contact information.
Audits returned mail and compiles information for the police department regarding insufficient ticketing information.
Takes messages regarding complicated court case questions that need to be researched.
Any other duty 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.
| | EDUCATION & SPECIAL LICENSE(S)/CERTIFICATIONS:
Basic education which includes courses in typing, general office practices, office machines, customer service and business communications or an equivalent combination of education and work experience.
EXPERIENCE:
Two years of clerical/customer support experience, preferably in a customer service and cash handling related position.
SKILLS:
Oral and written communication skills
Basic math and accounting skills
Analytical skills
Organizational skills
Typing skills
Listening skills
Customer service skills (in person and over phone)
Proofreading skills
Must have a working knowledge of windows-based word-processing and spreadsheet software applications. Preference for Google,
Word and Excel
MENTAL REQUIREMENTS:
Ability to recognize and protect confidential information
Ability to organize files and effectively retrieve
Logical reasoning; sound judgment; and the ability to deal with sensitive situations in a tactful, empathetic manner
Alpha and numeric recognition
Ability to read and comprehend City codes, permit applications, and file information
Ability to comprehend computer software principles
Ability to compute basic math computations
Ability to work in a hectic environment with many interruptions
Ability to meet specific deadlines
PHYSICAL REQUIREMENTS:
Hand and eye coordination adequate to input computer, calculator, typewriter, copy and fax machine, cash register, credit card machine, scanner, and microfilm reader
Ability to make and receive phone calls
Ability to distinguish colors
Ability to lift 20 pounds and transport 5 feet.
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 of all duties, responsibilities, and qualifications required of employees assigned to this job. |
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