Title: Court Clerk III
Department: District Court - Adult Probation Updated: 01/2018
Division: Adult Probation FLSA Status: Non-Exempt
Bargaining Unit: Adult Probation Wage Range: Not Available

Independently performs a variety of complex clerical duties according to established policies and procedures.


·         Determine distribution of restitution to victims

·         Submit statement for reimbursement of mileage and/or other services for Probation Department employees.

·         Order office supplies and submit payment to Accounts Payable.

·         Compile annual report for Adult Probation Department.

·         Tabulate annual vacation and sick leave for all of probation department staff.

·         Set up and schedule new referrals for pre-sentence investigation and enter into probation database.

·         Run LEIN traffic/criminal records for all new referrals and probationers.

·         Facilitate all files, testing results, criminal history and statistical data within the Mental Health Court.

·         Request complaint reports from arresting agencies for probation agents.

·         Type reports, records, correspondence, and forms from rough draft, corrected form, specific instructions, and recorded voice dictation.

·         Schedule appointments for related workload.

·         Proofread and edit prepared materials for grammar, spelling, punctuation, and format.

·         Maintain professional relations with attorneys, police officers, and other court personnel requesting services to resolve problems or concerns.

·         Compile data for reports to specific requests and instructions.

·         Input, update, retrieve, and delete information from electronic folders and files.

·         File and retrieve records and reports by alphabetical or categorical arrangement.

·         Distribute mail and other office supplies.

·         Receive and refer visitors and telephone calls to appropriate person; give appropriate information concerning department regulations and defendant information.

·         Apply and interpret instructions/guidelines to resolve work problems.

·         Compose routine correspondence and compile reports.

·         Perform work for all the various agents (six) with understanding of priorities and expectations.

·         Cross-train to fill in due to the absence of a co-worker.

·         Receives, distributes and files documents and other records according to established filing procedures. 

·         Confers with and provides information to staff, judges, attorneys or the public upon request.

·         Operates bar code labeler and scanner, checking for clarity and exactness. 

·         Responds to inquiries in person and via telephone, providing information to attorneys, law enforcement and the public, requiring the use of judgment and the interpretation of policies, rules or procedures.

·         Researches, understands, interprets, explains and utilizes statutes relating to court procedures; understands, explains and applies legal terminology; reviews legal documents for correctness of form, completeness of information and conformance with requirements; explains laws, regulations and procedures regarding completion and filing of legal documents, ascertains compliance and provides appropriate information to concerned parties.

·         Routinely leads and mentors entry-level staff.  May assist with the training of new employees.

·         Receives, interprets and disseminates correspondence from online computer systems; prepares a response to outside sources on behalf of the Court.

·         Contributes to the efficiency and effectiveness of the Court’s service to its customers by offering suggestions and directing or participating as an active member of the Team.

·         Other duties as assigned.


Work is performed under the general supervision of the Chief Probation Officer.




·         Graduation from an accredited high school (GED acceptable) supplemented by technical training, college coursework and/or certification in a business, legal or office administration field required; Associate’s degree preferred.  Verifiable equivalent professional work experience in a business, legal or office administration field may substitute for education.

·         One to three years of progressively responsible professional level work experience in a court or legal setting required.  Proven customer service work experience desired.

·         Writing, reading, mathematical principles; proficient computer skills-Microsoft Office Suite, Outlook; exercise sound judgment and decision making in accordance with policies and procedures; ability to research and problem solve independently; knowledge of County operations and functions; ability to prioritize and time manage; handle stressful situations, provide effective and friendly customer service; support the County's mission and values; ability to think critically where necessary.  

·         Knowledge or understanding of basic administrative tasks: operate standard office equipment; document management; prepare and maintain records, various correspondences and reports; answer general inquiries and refer as necessary; answer telephone calls, process mail, order supplies/equipment; prepare meeting agendas, attend meetings, record/transcribe/distribute minutes; entering, transcribing, recording, storing or maintaining information in written or electronic form with speed and accuracy; maintain calendars, arrange meetings, schedule rooms and equipment as necessary.             

·         Ability to communicate effectively and efficiently with management, co-workers and clients; obtain and communicate accurate information; apply common sense understanding to complex instructions and respond accordingly;  communicate complex ideas through graphs, charts, presentations, reports or other professional correspondence.


·         Ability to demonstrate predictable, reliable, and timely attendance.                

·         Ability to read, write & communicate in English; follow written and verbal instruction and understand basic mathematics and figure checking.              

·         Ability to interpret and apply procedures, rules, technical information, instructions, manuals to complete tasks accurately and on schedule.                                     

·         Ability to learn from directions, observations, and mistakes; and apply procedures using good judgment.                                                                        

·         Ability to use discretion and maintain sensitive and confidential information.     

·         Ability to work independently or part of a team; ability to interact appropriately with others such as County officials, employees, vendors and the general public.

·         Ability to work under supervision, receiving instructions/feedback, coaching/counseling and/or action/discipline.                                             

·         Adaptability to change in the work environment, managing competing demands and ability to deal with frequent changes, delays or unexpected events.

·         Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction

·         Proficient skills using Microsoft Office programs including, but not limited to: Word, Excel, Access, and Outlook required.  Proficiency may be tested.               


·         Prior to starting employment, the candidate must complete a satisfactory background check.  The background check is understood to encompass all forms of pre-employment screening, including but not limited to: drug screen, physical, criminal background, driving record, sex offender registry, education, training and licensing verification, employment history, credit check and professional and personal references.

·         The employee must successfully complete an annual criminal background check in order to obtain and maintain LEIN certification throughout employment in this position. 

·         May obtain LEIN TAC certification.

·         maintained throughout employment in this position.  Current employees not presently certified must actively pursue and obtain CEO certification within 18 months of the implementation of the Court Reorganization.



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 with or without accommodations.  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 regularly required to:

·         Speak to others to convey information effectively.

·         Read, interpret and understand procedures, rules, technical information, instructions and manuals.

·         Hear and understand information presented through spoken words and sentences.

·         Specific vision requirement includes close vision, distance vision, color and depth perception.

·         Use hands to operate a computer, handle materials and operate equipment.

·         Push or pull carts, reach with hands and arms forward, above and below shoulder level.

·         Lift, move or carry objects, equipment and supplies weighing up to 25 pounds.

·         Sit, bend, stoop, crouch, crawl and kneel in an ergonomically correct manner.

·         Stand and walk, climb stairs.

·         Generally works in a normal office environment.

·         The noise level in the work environment is moderate with many interruptions.

·         Normal office hours are from 8:00 a.m. through 4:30 p.m., however due to the nature of the work hours may include occasional overtime.



Disclaimer: The statements contained in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this position.  They are not to be construed as an exhaustive list of all job requirements or duties performed.  The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.




It is the policy of St. Clair County not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, marital status, disability that does not prevent performing essential job functions or because he or she is a protected veteran.