|Job Title:||Municipal Court Clerk|
|Additional Status Information:||Full Time|
GENERAL STATEMENT OF DUTIES
The Municipal Court Clerk is responsible for the clerical work of the Pharr Municipal Court. Incumbent’s primary duties are as follows:
- Manage and maintain executive’s schedule;
- Prepares invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, databases, and/or presentation software;
- Reads and analyze incoming memos, submissions, and reports, in order to determine their significance and plan their distribution;
- Maintain budget and update expenditures;
- Prepare and submit payroll;
- Issue and maintain purchase order number file;
- Operates office equipment such as fax machines, copiers, and phones, and use computers for spreadsheet, word processing, database management, and other applications;
- Open, sort, and distribute incoming correspondence, including faxes and e-mail;
- Files and retrieve corporate documents, records, and reports;
- Greets visitors and determine whether they should be given access to specific individuals;
- Answers telephones and give information to callers, take messages, or transfer calls to appropriate individuals;
- Prepares responses to correspondence containing routine inquiries;
- Performs general office duties such as ordering supplies, maintaining records management systems, and performing basic bookkeeping work; and
- Make travel arrangements for executives.
CHARACTERISTICS OF THE CLASS
The secretary performs varied responsible clerical or secretarial work, which includes administrative responsibility. This employee is under the direct supervision of the department head. General and specific assignments are received and are usually under little direct supervision allowing latitude for use of independent judgment.
EXAMPLES OF WORKED PERFORMED (NOT ALL-INCLUSIVE)
- Performing day-to-day administrative tasks such as maintaining information files and processing paperwork;
- Using computers and computer systems (including hardware and software) to program, write, set up functions, enter data, or process information;
- Observing, receiving, and otherwise obtaining information from all relevant sources;
- Providing information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person;
- Developing specific goals and plans to prioritize, organize, and accomplish your work;
- Developing constructive and cooperative working relationships with others, and maintaining them overtime;
- Entering, transcribing, recording, storing, or maintaining information in written or electronic/magnetic form;
- Identifying information by categorizing, estimating, recognizing differences or similarities, and detecting changes in circumstances or events; and
- Keeping up-to-date technically and applying new knowledge to your job.
Required high school diploma or equivalent GED. Three years of secretarial clerical and typing experience or related work; or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities. Bilingual preferred.
KNOWLEDGE, SKILLS, AND EXPERIENCE
Knowledge – Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology. Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Knowledge of principles and processes for providing customer and personal services. Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources. Knowledge in the use of the following computer software: Microsoft Office, Microsoft Works, Excel, Word Perfect, and Power Point.
Skills – Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Communicating effectively in writing as appropriate for the needs of the audience. Using logic and reasoning to identify strengths and weaknesses of alternative solutions, conclusions, or approaches. Understanding the implications of new information for both current and future problem solving and decision-making. Talking to others to convey information effectively.
Abilities – The ability to listen and understand information and ideas presented through spoken words and sentences. The ability to communicate information and ideas in writing and in speaking so others will understand. The ability to understand the speech of another person. The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem. The ability to apply general rules to specific problems to produce answers that make sense. The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules.
Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact as normally defined by the ability to see, read, talk, hear, handle, or feel objects and controls. Physical capability to effectively use and operate various items of office related equipment, such as, but not limited to a, personal computer, calculator, copier, and fax. No significant standing, walking, moving, climbing, carrying, bending, kneeling, reaching, crawling, and handling, sitting, standing, pushing, and pulling. The employee must occasionally lift and/or move up to 10 pounds.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.