Civil Case Manager - Hamilton, United States - Ravalli County

Description

Job Description

Position: Civil Case Manager & Criminal Court Clerk Classification: Non-Exempt, Full-time

Department: Justice Court 2 Reports to: Ravalli County Justice of the Peace

Posting Date: April 12, 2024 Application Deadline: Until Filled

Position Grade: Grade 9 Rate of Pay: $18.33/hour

Position Schedule: Mon – Fri 8am-5pm Benefit Eligible: Full Benefits/PERS

Job Summary:

The Civil Case Manager and Criminal Court Clerk, will perform all clerical duties in regards to Civil Case filings, to include processing complaints, answers and summons', as well as processing the appropriate fees. The Criminal Court Clerk portion, will set appointments, take payments, prepare necessary court paperwork, and assist in the courtroom when needed.

Supervisory Responsibilities:

• None

Travel Required:

• Travel between Ravalli County buildings is required.

Duties/Responsibilities:

Civil Case Manager

• Process new civil and small claims complaints by entering required data in window-based program; docketing case numbers; issuing summons, and process filing fees.
• Process answers to Complaints by entering required data in window-based program and process filing fees.
• Process temporary and permanent orders of protection.
• Process interpleader affidavits and orders.
• Prepare and update guidelines for civil suits, small claims complaints, Temporary Orders of Protection, trials, and collections. Prepare and update required civil forms as necessary.
• Track dates of action relating to pertinent cases (i.e. response times to pleadings).
• Process civil default judgments, verifying that all required actions have been completed (i.e., a return of service information has been filed, and confirming that no responses have been received from an opposing party). Disburse copies of judgments to the parties after they have been approved by the Judge.
• Schedule and notice pretrial conferences, trials, possession hearings, aid in execution hearings, and other conferences as directed by the Judge.
• Process default judgments, summary judgments, and stipulated judgments by assuring that all necessary requirements have been met, including the filing of service information, hearing notices, motions, etc.
• Prepare, issue, and process Writs of Assistance for Possession relating to occupancy of rental property.
• Prepare, issue, and process Writs of Execution relating to the collection of judgments, which includes verification of proper return of documents and into the computer database.
• Prepare appropriate documents for all civil hearings.
• Prepare certifications of transcripts and judgments to District Court.
• Prepare appeals to District Court, verifying that all necessary requirements have been met by the appealing party (i.e. proper notice of appeal, undertaking, and all other requirements set forth in the Montana Statutes).
• File and process Satisfactions of Judgments and Orders of Dismissals.
• Maintain and regularly audit active files (civil, small claims, temporary orders of protection and orders of protection).
• Process files to be closed and archived.
• Update database on each case as an action has been taken, including entries of pleadings, minutes of hearings, and relevant conversations with parties.
• Maintain familiarity with the Montana Statutes as they relate to all aspects of civil cases filed with Justice Court.
• Maintain tickets and Fail to Appear letters and follow up.
• Assist with Traffic Court.
• Download and enter RCSO, MHP and FWP tickets. We will rotate this duty once a week between Justice Court 1 and 2.

Criminal and Citation Clerk

• Process new civil and small claims complaints by entering required data in Full Court (FCE), docketing case numbers, issuing summons, and process filing fee.
• Process answers to complaints by entering required data in FCE and process filing fee.
• Record Small Claims Bench Trials.
• Process temporary and permanent orders of protection. Ensure appropriate Departments get scanned Temporary Orders, Orders of Protection and Dismissals.
• Process interpleader affidavits and orders.
• Prepare and update guidelines for civil suits, small claims complaints, and temporary orders of Protection, trials, and collections. Prepare and update required civil forms as necessary.
• Track dates of action relating to pertinent cases (i.e. response time to pleadings).
• Process civil default judgements, verify that all required actions have been completed (i.e., a return of service information has been filed, and confirming that no responses have been received from an opposing party). Disburse copies of judgements to the parties after they have been approved by the Judge. Set reminders to close files after Judgments expire.
• Schedule and notice pretrial conferences, trials, possession hearings, aid in execution hearings, and other conferences as directed by Judge.
• Process default judgements, summary judgements, and stipulated judgements by assuring that all necessary requirements have been met, including the filing of service information, hearing notices, motions, etc.
• Prepare, issue, and process Writs of Execution relating to the collection of Judgements, which includes verification of proper return of documents, entry in the judgement docket, and into the computer database.
• Prepare, issue and process Writs of Assistance for Possession relating to occupancy of rental property.
• Prepare certifications to District Court.
• Prepare appeals to District Court, verifying that all necessary requirements have been met by the appealing party (i.e. proper notice of appeal, undertaking, and all other requirements set forth in the Montana Statutes).
• File and process Satisfaction of Judgements and Orders of Dismissals.
• Maintain and regularly audit active files (civil, small claims, orders of protection and temporary orders of protection)
• Process files to be closed and archived.
• Update database on each case as an action has been taken, including entries of pleadings, minutes of hearings, and relevant conversations with parties.
• Answer the telephone and assist individuals at the counter relating to a variety of issues, including citation, criminal, and civil questions, scheduling appointments, determining the balance of fine or assessments owed to the Court.
• Perform general clerical duties, including typing, data entries and filing.
• Perform relief work at the counter and any station as necessary.
• Prepare Court related forms.
• Operate window based computer programing.
• Assist with Traffic Court on Thursdays.
• Assist with checking in Jury during jury trials.
• Enter Ravalli County Sheriff's Office citations and import Montana Highway Patrol citations first thing every morning as assigned.
• Maintain familiarity with the Montana Statutes as they relate to all aspects of criminal cases filed with Justice Court Dept. 2.
• Maintain tickets and fail to appear letters and follow up.
• Prepare and submit Retention Schedule form to the State of Montana for shredding eligible closed files and documents each year.

Other Responsibilities

• Act as Court Record Retention Coordinator
• Prepare Court related forms.
• Perform public record checks as needed.
• Answer the telephone and assist individuals at the counter relating to a variety of issues, including citation, criminal, and civil questions, scheduling appointments, determining the balance of fine or assessments owed to the Court.
• Perform general clerical duties, including typing, data entries, filing.
• Perform relief work at the counter and any station as necessary.

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Proficient reading skills
• Must be detail-oriented, particularly in computer entries and processing.
• Effectively organize and prioritize work projects in a busy, hectic work environment.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to prioritize tasks and to follow verbal and written instructions.
• Ability to work independently with minimum supervision.
• Must be able to work under stress with constant demands on time, while maintaining a productive level of work.
• Must be able to deal effectively with negative behaviors displayed by Defendants and others who must appear or otherwise deal with Justice Court matters.
• Knowledge of clerical procedures and windows-based operating systems such as word processing, managing files and records, designing forms, report creation and other office procedures and terminology.

Required Education and Experience:

• High School Diploma or GED

Work Environment:

• Office and Court room setting

Physical Requirements:

• Prolonged periods of sitting, standing and working on a computer.
• Must be able to lift up to 15 pounds at times.

Affirmative Action/EEO Statement

Ravalli County is an equal employment opportunity employer (EEO). Ravalli County does not refuse employment or discriminate in compensation or the other terms, conditions, and privileges of employment based upon race, color, national origin, age, physical or mental disability, marital status, pregnancy, religion, creed, sex, sexual orientation, political beliefs, genetic information, or veteran's status.

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.