City of Shoreacres
CITY CLERK / COURT CLERK
City of Shoreacres
Job Title: City Clerk / Court Clerk
Reports To: City Administrator / City Manager
FLSA Status: Non-Exempt
Prepared By: David K. Stall
Prepared Date: 02/02/17
Under direction of the municipal government, performs clerical and administrative support requiring specialized knowledge of administrative operation and familiarity with basic functions of all City departments.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.
Assists with the preparation, posting of notices and may be required to attend official meetings.
Maintains official City records such as, minutes of council meetings, ordinances, resolutions, and City contracts and agreements.
Types, files, copies and distributes copies as assigned.
Maintains all office equipment maintenance and recommends modifications or updates as necessary.
Maintains stock inventory, replenishes supplies, compares invoices against purchase orders and shipping receipts to verify receipt of items ordered.
Coordinates and assists in the administration if all phases of municipal elections.
Develops, implements, administers procedures, and provides assistance for an effective and efficient municipal court operation.
Enters all tickets into the court software programs.
Prepares bank deposits of all court revenues for review by City Administrator and deposit.
Compiles statistical and financial reports for Texas Judicial Council, Office of Court Administration, State Comptroller, Internal Revenue, Texas Workforce Commission, Auditors, City Council, and others.
Prepares court dockets, jury charges and calendar of cases scheduled to appear.
Examines and secures legal documents submitted to court for adherence to law or court procedures, prepares case folders, and posts, files, or routes documents.
Contacts witnesses, attorneys, and defendants to obtain or provide information for court and instructs parties when to appear in court.
Attend and/or monitors court sessions.
Explains procedures or forms to parties in court cases.
Maintains accurate records of case disposition, court orders, and arrangement for payment of court fees.
Assists in the issuance of Fail to Appear charges and warrants.
Coordinates the preparation, issuance, and service of warrants with the Police Department, including submission of the warrant to the Department of Public Safety.
Prepares court and financial records for storage and archives and retrieves documents in archives.
Engages in daily accounts receivable and accounts payable activities to ensure proper coding and payment of City purchases, to include data entry, report generation, printing and mailing checks.
Produces invoices for customers and records payments to accounts.
Obtains attendance figures from time sheets and collates data to prepare standard reports of vacation, sick, and compensatory time.
Oversees the collection, deposit, disbursement, and reconciles all asset and liability accounts.
Researches and processes charge backs, bad checks, and refund payments.
Receives, pays out, and balances petty cash fund.
Files check stubs and bank receipts.
Performs routine accounts receivable and accounts payable. To include coding, data entry, report generation, printing and mailing checks, and reconciling accounts.
Reads and routes incoming correspondence, and gathers data to formulate reply.
Keeps files of correspondence sent, received, or requiring further action.
Answers telephone lines and window traffic, and performs required clerical tasks relating to inquiries.
Acts as the Assistant Records Management Coordinator and retains records according to established rules and guidelines of the Texas State Library and City ordinances.
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE: Minimum requirements include high school diploma or GED with two to five (2-5) years of municipal administrative experience and/or a minimum of two (2) years of progressively responsible experience in a municipal court. Prefer an undergraduate degree or higher in business, public affairs or related area. Considerable knowledge of QuickBooks Pro a plus. Prefer level one (1) Municipal Court Certification.
LANGUAGE SKILLS: Able to speak and write English fluently.
SKILLS, KNOWLEDGE AND ABILITIES: Ability to respond regularly and promptly to work during regular business hours and court nights; thorough understanding of word processing and modern office equipment, and knowledge of generally accepted accounting principles; reasoning ability and common sense; ability to communicate ideas, facts, and technical information accurately, thoroughly and in a manner easily understood by the intended audience; skill in effectively planning work activities and using resources; knowledge of Penal Code, Code of Criminal Procedures, Texas Transportation Code, Alcohol Beverage Code, Texas Education Code, Family Code, Health and Safety Code, Code of Federal Regulations, Texas Parks and Wildlife laws; able to apply the City of Shoreacres Municipal Ordinances to municipal court violations; ability to handle multiple tasks at one time with several interruptions; and ability to deal tactfully with the public.
CERTIFICATES, LICENSES, REGISTRATIONS: Must be a Texas Notary Public. Must successfully complete the Texas Municipal Courts Certification program level one (1) within two (2) years of employment date. Ability and desire for continued personal and professional development.
PHYSICAL DEMANDS: Mobility within an office environment that requires sitting, standing, walking, kneeling, bending, vision, hearing, talking, writing, pushing, reaching above shoulder level, and lifting up to 30 lbs.
WORK ENVIRONMENT: Busy environment with a frequent change of tasks. Work is performed in an office with limited space and privacy; the work atmosphere demands multiple duties and involves maintaining open lines of communication and working closely with others as part of a team.
COMMENTS: Applicant selected for hire shall be able to pass a physical exam and a drug and alcohol screen testing.
The City of Shoreacres does not discriminate on the basis of race, color, national origin, sex, religion, age or disability in employment or the provision of services. To request a reasonable accommodation or other assistance, please contact the City Secretary at (281) 471-2244 or through RELAY Texas at 1 (800) 735-2989 or mail your request to 601 Shoreacres Blvd., Shoreacres, Texas 77571.
The city may consider all related education and/or experience in determining the applicant’s minimum qualifications and starting salary.
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