SENIOR COURT CLERK

Official job specification

The text below is the official specification published by the New Jersey Civil Service Commission. The plain-language summary and analysis above are derived from it by NJ Civil Service Navigator. Source: the official specification page at NJ CSC.

Examples of work

• The functions of a Senior Court Clerk is typically characterized by the performance of most of the following leadership responsibilities on a regular and continuous basis:
• Distributing and balancing the workload among employees in accordance with established work flow or job specialization, assuring timely accomplishment of the assigned workload and that each employee has enough work to be kept busy.
• Observing the status and progress of the work and making necessary adjustments in accordance with established priorities, notifying the supervisor as to the work's progress and status and requesting advice or needed information regarding problems that arise, passing on to the other workers the instructions received from the supervisor and demonstrating proper work methods.
• Answering questions of other workers regarding procedures, policies, regulations, and instructions, and instructing them in specific Casks and job techniques.
• Checking on work in progress and completed to see whether the supervisor's instructions have been carried out properly.
• Answering questions of the supervisor regarding overall work operations and problems.
• Giving on-the-job training to new employees in accordance with established procedures and practices, and informing them of available services and agency regulations.
• Resolving simple informal complaints of employees and referring all others to the supervisor.
• Informing supervisor as to the progress and training needs of employees and making suggestions as to disciplinary matters, promotions, reassignments, dismissals, and other personnel problems.
• In addition to taking the lead over other Court Clerk(s) in the performance of their duties, positions in this class also perform the tasks described under Examples of Work.
• Takes the lead over at least one court clerk and gives suitable advice, instructions, and guidance.
• Notifies interested litigants of dates to appear.
• Presents each case to the court with a preliminary explanation as to facts. Administers oath to witnesses and officers.
• Draws up incarceration papers or other court orders for the judge's signature and enters the disposition of each case in the court folder.
• Takes complaints from public, determining whether there are sufficient grounds for court action and assists judge by interviewing complainants prior to hearings, recommending and effecting settlements without court action wherever possible and draws up complaints when necessary.
• Composes correspondence in answer to mail addressed to the court which does not require the personal attention of the judge.
• Examines legal documents submitted to court for adherence to law or court procedures, prepares case folders, and posts, files, or routes documents.
• Explains procedures or forms to parties in case.
• Secures information for judges, and contacts witnesses, attorneys, and litigants to obtain information for court.
• Records case disposition, court orders, and arrangement for payment of court fees.
• May operate sound recording devices for the recording of testimony and other statements uttered in a court room.
• Will be required to learn to utilize various types of electronic and/or manual recording information systems used by the agency, office or related unit.

Experience

Three (3) years of clerical experience in a court of law.

License

Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle, rather than employee mobility, is necessary to perform essential duties of the position.

Knowledge, skills and abilities

• Knowledge of the rules, regulations, standards, and procedures relating to court work and of their application to specific cases.
• Knowledge of modern office practices and procedures.
• Knowledge of modern office appliances and their care and use.
• Knowledge of various legal papers and documents used in court work.
• Knowledge of the form used in administering oaths to jury members, witnesses, court officers, and others during trials or other proceedings.
• Knowledge of the preparation of correspondence relating to court activities.
• Knowledge of the preparation of clear, sound, accurate, and informative reports containing findings, conclusions, and recommendations; and of keeping needed records and files.
• Knowledge of sound recording equipment.
• Giving suitable guidance and instructions to individuals in the performance of their work.
• Analyze and interpret the laws, rules, regulations, standards, policies, and procedures relating to court work and to apply them to specific cases.
• Ability to keep the official records of the court in a neat, orderly condition.
• Ability to administer oaths, prepare and supervise the preparation of legal papers used in court proceedings, and prepare correspondence.
• Ability to prepare clear, sound, accurate and informative reports containing findings, conclusions, and recommendations, and keep needed records and files.
• Ability to learn to utilize various types of electronic and/or manual recording information systems used by the agency, office or related units.
• Ability to read, write, speak, understand, or communicate in English sufficiently to perform the duties of this position. American Sign Language or braille may also be considered as acceptable forms of communication.
• Persons with mental or physical disabilities are eligible as long as they can perform the essential functions of the job after reasonable accommodation is made to their known limitations. If the accommodation cannot be made because it would cause the employer undue hardship, such persons may not be eligible.

Note

The examples of work for this title are for illustrative purposes only. A particular position using this title may not perform all duties listed in this job specification. Conversely, all duties performed on the job may not be listed.