Job Description

Justice Court Clerk

The Justice Court Clerk provides clerical and technical support to the Gallatin County Justice Court. This position processes court forms and filings, attends court sessions, records courtroom activities, manages case files, and assists the public, attorneys, and law enforcement. Justice Court handles a variety of matters, including criminal cases, citations, civil cases, small claims, weddings, and other legal matters. The position reports to the Clerk of Justice Court and does not directly supervise other County staff.

Essential Job Duties and Responsibilities:

• Serve as the first point of contact at the front counter, assisting the public with forms, information, and direction for weddings, trials, and other court activities.
• Respond to inquiries from attorneys, law enforcement, court staff, and the public regarding court procedures, case status, and filing options while maintaining confidentiality.
• Receive, process, and file standardized court documents, including orders, motions, and pleadings; collect and record fees as required.
• Process and distribute filings and correspondence based on trial dates, statutory deadlines, and office procedures.
• Process mail, including express shipments, registered mail, and electronic correspondence.
• Maintain manual and electronic records management and docketing systems with accurate case and file information.
• Handle sealed or confidential information in compliance with court rules.
• Review past records, payments, and appearances to determine appropriate next steps such as issuing a warning letter, warrant, or default judgment.
• Receipt and disburse fines, filing fees, restitution, bond refunds, and other financial transactions; maintain daily balances.

Trial Activities Coordination:

• Prepare courtrooms by locating and organizing all required documents and files for hearings and trials.
• Serve as court clerk on a rotating basis during hearings, trials, change-of-pleas, and omnibus hearings, including preparing documents for judicial signatures and recording minutes.
• Coordinate trial juries, including contacting jurors, issuing notices, attending voir dire, tracking attendance, administering oaths, and serving as bailiff when required.
• Receive, record, and track exhibits entered evidence, ensuring proper documentation and accessibility.
• Record and maintain trial minutes, documenting all motions, witnesses, appearances, and proceedings.

Other Duties as Assigned:

• Perform additional duties as assigned, including assisting coworkers, participating in training, and supporting special projects.
• Provide services during declared emergencies or disasters, as required by the County, to assist with emergency response and recovery.

Qualifications:

Knowledge of:

• Montana statutes, court rules, and legal procedures relevant to Justice Court.
• Legal terminology, court forms, and filing procedures.
• Principles of records management, research, and customer service.
• Office practices, technology, and case management systems.

Skill in:

• Accurately preparing, processing, and filing legal documents.
• Maintaining multiple calendars, deadlines, and case dockets in a fast-paced environment.
• Communicating effectively, both verbally and in writing.
• Providing courteous and professional customer service, even in stressful situations.
• Organizing and prioritizing work to meet strict statutory deadlines.

Ability to:

• Multi-task effectively under pressure while maintaining accuracy.
• Maintain composure and professionalism when dealing with upset or hostile individuals.
• Safeguard sensitive and confidential information.
• Establish and maintain cooperative working relationships with attorneys, judges, court personnel, law enforcement, and the public.
• Interpret and apply court rules, statutes, and office procedures consistently.

Education & Experience:

The required knowledge, skills, and abilities are typically acquired through a combination of education and experience equivalent to:

• High school diploma or equivalent; and
• Two to three (23) years of related clerical, legal, or administrative experience.

Successful applicants must be able to work well under stressful situations when dealing with the public, handle busy phones, enjoy detail-oriented work, have a working knowledge and familiarity with personal computers, and type a minimum of 45 wpm accurately.

Supplemental Information:

As a condition of hire, the final candidate will be required to successfully pass a criminal history check and background investigation.

Required attachments to be considered as a candidate are:

• Cover letter
• Resume
• Typing Test results

Gallatin County does not discriminate against any applicant on the basis of race, color, religion, creed, political ideas, sex, sexual orientation, gender identity or expression, age, marital status, national origin, physical or mental disability, or any other protected class status in violation of any applicable law.

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