Municipal Court Clerk

Position Purpose

Under the general supervision of the City Manager and in coordination with the Municipal Judge, the Municipal Court Clerk performs administrative, clerical, cashiering, and customer service duties necessary for the daily operation of the Municipal Court. This position serves as the sole court staff member and is responsible for maintaining court records, processing citations and payments, preparing court documentation, coordinating court dockets, assisting the Municipal Judge, and ensuring compliance with applicable state laws and court procedures. The Municipal Court Clerk must maintain a high degree of professionalism, confidentiality, accuracy, and customer service while interacting with defendants, attorneys, law enforcement personnel, outside agencies, and the public.

Essential Functions

• Serves as the primary point of contact for Municipal Court operations by answering phones, assisting customers at the counter, responding to emails, and providing information regarding court procedures, payments, warrants, and court dates.
• Maintains and updates court records, case files, citations, warrants, dockets, and other legal documentation in the court management software system.
• Serves as courtroom clerk during court sessions and performs courtroom administrative support duties.
• Receives and processes payments for court fines, fees, court costs, bonds, and other related transactions by cash, check, money order, credit card, online payment, or mail.
• Balances daily cash receipts, reconciles transactions, prepares deposits, and maintains accurate financial records related to court operations.
• Prepares court dockets, jury lists, summons, subpoenas, warrants, notices, judgments, and other court-related documentation.
• Coordinates court sessions, arraignments, pre-trial hearings, and jury trials; schedules cases and notifies defendants, attorneys, witnesses, jurors, and law enforcement personnel of court dates and appearances.
• Assists the Municipal Judge, prosecutor, attorneys, and law enforcement personnel during court proceedings.
• Reviews court files for compliance with judicial orders and applicable laws, policies, and procedures.
• Processes dispositions, deferred disposition agreements, defensive driving requests, payment plans, time-served documentation, and case closures.
• Prepares correspondence and official notices to defendants, attorneys, bonding companies, and outside agencies.
• Processes warrants, warrant recalls, capias warrants, and failure-to-appear notices in accordance with court procedures and judicial direction.
• Maintains confidentiality of court records and sensitive information in compliance with applicable laws and regulations.
• Generates reports required by the Office of Court Administration (OCA), DPS, and other state or local agencies.
• Responds to requests for court records and public information in accordance with applicable laws, policies, and procedures.
• Maintains records retention and document management in accordance with state retention schedules.
• Coordinates with Finance Department staff regarding deposits, reconciliation, reporting, and audit requirements.
• Attends court-related training, seminars, and certification programs to maintain professional knowledge and compliance requirements.

Secondary Functions

• Participates in special projects, audits, software implementations, or process improvement initiatives.
• Assists with general front-counter operations and customer service activities for City Hall as assigned.
• Performs all other duties as assigned.

Capital and/or Fiscal Responsibility

• Responsible for accurate receipting, balancing, reconciliation, and safeguarding of court-related funds and financial records.
• Maintains accountability for court deposits, bond monies, and associated documentation.

Minimum Qualifications

Knowledge, Skills, and Abilities

• Knowledge of municipal court procedures, legal terminology, court recordkeeping practices, and applicable state laws and regulations.
• Knowledge of cashiering procedures, cash handling, reconciliation, and basic bookkeeping practices.
• Ability to independently organize, prioritize, and manage all daily Municipal Court operations with minimal supervision.
• Knowledge of customer service principles and practices.
• Ability to understand and apply the Texas Code of Criminal Procedure, Transportation Code, Penal Code, and applicable City ordinances.
• Ability to maintain accurate records and prepare reports with attention to detail.
• Ability to operate standard office equipment and court management software systems.
• Ability to communicate clearly and professionally, both verbally and in writing.
• Ability to establish and maintain effective working relationships with judges, attorneys, law enforcement personnel, coworkers, and the public.
• Ability to exercise sound judgment, maintain confidentiality, and handle sensitive or stressful situations professionally.
• Proficiency in Microsoft Office products including Word, Excel, Outlook, and Teams.
• Ability to learn and adapt to changing laws, regulations, and technology systems.

Education, Certifications, and Licenses

• High school diploma or GED required.
• Associate degree in Criminal Justice, Public Administration, Business Administration, or related field preferred.
• Valid Texas driver’s license with acceptable driving record required.
• Texas Municipal Court Education Center (TMCEC) Level I Court Clerk Certification preferred or ability to obtain within two (2) years of hire.
• Ability to obtain and maintain required TCIC/TLETS and CJIS training certifications within established timeframes, if applicable.
• Notary Public certification preferred or ability to obtain within six (6) months of hire.

Experience

• Minimum of two (2) years of administrative, clerical, cashiering, customer service, or related office experience required.
• Municipal court or legal office experience preferred.
• Experience handling cash transactions and reconciliation preferred.
• Any equivalent combination of education and experience may be considered.

Tools and Equipment Used

Must be familiar with word processing and computer operations such as Microsoft Office products and other related applications. Personal computer, telephone, printer, fax, copy machine, and other office related equipment.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk; lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is normally performed inside an air-conditioned office setting. Employee may occasionally interact with upset, confrontational, or emotionally charged members of the public. The noise level in the work environment is usually quiet.

Selection Guidelines

Selection may include a formal application process, evaluation of education and experience, oral interviews, reference checks, and other job-related assessments as deemed necessary.