OI~DER N0. X7751 F1F'F'ROVE RE-CAA SSIFICRTION OF TWO POSITIONS IIV DISTRICT Ct_ERI;' S OFFICE On this the 9th day of September, c~0~, ~..ipon motion made by Commissioner 8riffin, seconded by Commissioner P!aldw>n, the Co!~.rt ~manimo~-isly approved by a vote of 4-0-0, r~e--classification of employees in the District Clerk's Office and the jub descriptions wtrich wn~_ild go _~lony with the new positions. l.V1Y11V11JJ1V1rL~ KJ' I.VUKl AITL' 1~llA KL' VUL' J 1 MADE BY• ^ ~ ~,v~. '~~'~ FETING DATE: ~i~(,.~.~_ OFFICE: ~ ~1,~,~-~ ~ik~~~ TIME PREFERRED: iUBJECT: (PLEASE BE SPECIFIC) ~ "'~~ '~~v 1 ~~ `~~ ~ `~ ~` ~~ ~ ~G 3XECUTIVE SESSION REQUESTED: (PLEASE STATE REASON) ~, JAME OF PERSON ADDRESSING THE COURT: ~ ~,^, ~ . `i 3"^ ,C.~~,4.- ?STIMATED LENGTH OF PRESENTATION: ~ ~ 1"I~.~Yt~ ~ XX~- F PERSONNEL MATTER -NAME OF EMPLOYEE: C•..^r Tirne for submitting this request for Court to assure that the matter is posted in accordance with Title 5, Chapter 551 and 552, Government Code, is as follows: Meeting scheduled for Mondays: 'HIS REQUEST RECEIVED BY: 'HIS REQUEST RECEIVED ON: ~Il Agenda Requests will be screened by the County Judge's Office to determine if adequate information has been prepared for the Court's formal consideration and action at time of Court Meetings. Your cooperation will be ppreciated and contribute towards you request being addressed at the earliest opportunity. See Agenda Request Ruks adopted by Commissioners' Court. 2~~ 5:00 P.M. previous Tuesday. ~ TO: BARBARA NEMEC, CO. PERSONNEL OFFICER AND COMMISSIONERS COURT TO RE-CLASIFY 2 POSITIONS OF THE DISTRICT CLERKS OFFICE for 2002-03 Budget per our meeting. Budget Impact: None In fact the total amount for the proposed structure will be less than that of the current structure. CURRENT STRUCTURE L(,~r~; ~) 1 Chief Deputy 19 2 Administrative Clerks 17 1 Accounting Clerk 17 4 Court Clerks 13 PROPOSED STRUCTURE: 1 Chief peputy 19 2 Administrative Clerk 17 (One of which will be in a accounting position) 2 Court Clerks 15 2 Senior clerk 13 1 Senior Records Clerk 13 a. Senior Accounting Clerk will be eliminated. The person in that position will move into the open administrative clerk position responsible for the office accounting. b. Two Court clerks will be changed to Senior Clerks, level 15. justification: Level 15 clerk position had previously existed but was lost somewhere in the first Salary study in 1991. The difference in the entry (13) and administrative (17) level is too large. There is no room for advancement by a level 13 clerk except as a level 17 administrative clerk. The duties of the 4 current level 13's differ in that 2 of them have greater responsibilities than the other 2 as shown in the attached job descriptions for the proposed level 15s. The county budget would benefit by not funding a 13 to 17 advancement. The employee would benefit by not remaining at entry level with increased duties while waiting for an open administrative position. This step would provide some additional incentive. OVERALL THIS ADJUSTMENT IS MORE EQUITABLE AND JUST FOR THE COUNTY AND THE EMPLOYEE. Respectfully, ~Cti1(~- u_~-~.~2~`/l, / Linda Uecker, District Clerk JOB DESCRIPTION - KERR COUNTY DISTRICT CLERKzooz JOB TITLE: Administrative Accounting Clerk OBJECTNE: To insure accurate accounting records for receipts and disbursements. To serve the public and ensure, in a timely manner accurate clerical record keeping for the District Clerk's Office in accordance with departmental procedures, regulations, laws and statutes pertaining to the office of the District Clerk ORGANIZATION RELATIONSHIPS: • Reports to District Clerk & Chief Deputy • Directs to: Lower level clerk staff. • Other: Has frequent contact with the general public, litigants, attorneys, other county departments, other departmental employees, court personnel and law enforcement officers, Frequent contact with local, state or federal agencies. GENERAL STATEMENT OF DUTIES: This is a supervisory position which involves independent judgment. Duties include managing accounts payable, accounts receivable ,assisting in the preparation of budget, supervision of employees, serving the public, performing complex financial accounting, clerical and filing procedures requiring application of various complex work methods and procedures, in accordance with the laws, statutes and regulations controlling the District Clerk's Office, and with departmental functions policies and practices. Invests and maintains court-ordered Trust and Registry funds. JOB FUNCTIONS PRIMARY • Receives and disburses related funds, makes bank deposits, receives and electronically posts payments for District and County Courts at Law cases. Must be prepared to function manually when necessary. • Balances individual case accounts. Prepares summary of balances, cost information, or other reports as requested for use preparing financial statements. • Files and maintains clerical records and reports pertinent to accounting operations, reconciles bank statements, prepares and mails statements and prepares reports of outstanding accounts payable. • Balance cash, checks and receipts daily. • Invests funds ordered to a court ordered registry or special account at the highest rate of interest. Obtains ownership information required by financial institutions. Posts accrued interest and makes and posts court ordered disbursements. May issue 1099s. • Audit dairy receipts of child support payments to insure accuracy. Prepare checks where necessary and post and disburse payments according to office policy. • Receive and receipt trust account deposits. Issue disbursement checks on trust accounts according to court order. Enter receipt and disbursement on wmputer. • Prepare and submit a balanced monthly financial report to the auditor and commissioners court. • Tenders fees to the county treasurer. • Provide assistance and accounting information to county and outside auditors. • Friendly, accurate and professional communication, either in person or by telephone, to the public, the court and all others in all matters. • Provide some supervision of District Clerk staff, as needed to assure that all functions of the office are performed in accordance with the laws and policies as described by statute and the District Clerk. • Maintain current knowledge of applicable statutes, regulations and laws relating to the operation of the district clerk's office. • Receive, file and docket civil suits. Issue citations, subpoenas, executions, writs of sequestration & garnishment, abstracts of judgment, orders of sale and such other writs as request in compliance with the court osier and applicable laws and statutes. Enter required court costs on computer. Deliver process as requested by parties. • Conducts research of microfilm records for information relating to taxes, titles, judgments, or verification or location of other records of information. • Assists court personnel, attorneys, and the general public in locating information and resolving unusual problem relating to court records and cases. • Interpret complex legal documents prior to issuing writs or other process which may affect the lives of others. • Receive, receipt and record filing fees. • Receive, receipt and disburse order of sale funds according to office procedures and court order. • Prepare technical or special reports as required or requested, Prepare reports on progress of work, and compiles statistical or accounting reports. • Receive, sort and distribute incoming mail. • Records, receive and disburse court-ordered child support payments. • Assure that all job functions are performed as required by coordinating duties of supervised employees and in the event of absenteeism coordinate staff to cover all job requirements. • Assist other employees, as needed or requested, with incoming office telephone calls, answering questions and/or directing to proper person according to office procedures. • Administer oaths at any given time. • Maintain the confidentiality of court records sealed by law or Court Order. • Perform all other duties assigned which fall within the general scope and ability level of the job. SECONDARY • Train new department personnel. • Prepare daily or as needed all bank deposits of check and cash received according to proper bookkeeping and office procedures and deliver to the bank for deposit. • May perform work of other employees in their absence. • May process severance, consolidation and change of venue orders according to court order and policies and statutes which may include reviewing files, making required plain and certified copies, assigning new cause and court number'rf applicable, determining, collecting and entering any court costs, entering information on computer and mailing required documents. • May process final orders for expunction by notifying agencies and reviewing data from responding agencies. Destroy or release expunction records according to statutory requirements. • Order necessary office supplies and forms. • May serve as court clerk during the trial of cases. • Receives and file Grand Jury indictment. Issue warrants of arrest. • May be required to attend continuing education courses. Perform such other duties as may be assigned. TASKS • Work at a computer. • Telephone in responding to inquiries, fax machine, a-mail. • Operate copy machines, postal machine, microfilm reader printers, typewriter, computer, computer printer, calculator by touch and audio sound system. REQUIRED KNOWLEDGE, SKILLS AND ABILRIES • Extensive knowledge of accounting theories and practices. • Knowledge of more than one computer software accounting program. • Ability to perform a volume of numerically detailed tasks with speed and accuracy. To make difficult mathematical computation wfth or without electronic aid. Ability to produce and interpret detailed and complex financial reports. Working knowledge of office practices, principles of office management, departmental rules, regulations procedures, and functions, and office record keeping and reporting policies and procedures. Ability to plan and supervise the work of some subordinates. Interpret and execute oral and complex written instructions and to perform responsible clerical work with a high degree of accuracy. Ability to prepare operational and statistical reports. Ability to establish and maintain an effective team approach in working relationships with co- workers, while handling daily responsibilities. • Ability to establish and maintain effective working relationships with other county departments and the general public. • Good working knowledge of generally accepted accounting principles. Ability to maintain confidentiality with respect to sensitive and confidential information. Ability to understand and demonstrate ability to team legal terminology and courtroom procedure. • Thorough knowledge of the Gerical procedure involved in interpreting processing, recording and preparing complex legal documents, instruments, records and reports related to the operation of both civil and criminal district courts. • Type accurately at a speed of at least 50 words per ;minute. CERTIFICATES AND LICENSES REQUIRED: Required to be bonded and insured for liabilities. EDUCATION AND EXPERIENCE REQUIRED: A bachelor's degree in accounting or office administration, or a related field, and two year's experience performing varied accounting and clerical function, plus, some supervisory experience preferred. High school diploma or its equivalent, preferably supplemented by accounting and clerical courses, plus at least three years progressively responsible experience performing varied accounting and statistical functions, plus some supervisory experience preferred; or • Any equivalent combination of experience and training which provides the required knowledge, skills and abilities. PHYSICAL REQUIREMENTS A =ALL M =MOST S =SOME • Standing S • Sitting M • Walking S • Lifting M • Carrying M • Pushing or Pulling S • Reaching M • Handling A • Fine dexterity A • Kneeling S • Crouching S • Crawling S • Bending M • Twisting M • Climbing S • Balancing S • Vision A • Hearing M Talking A NON-PHYSICAL REQUIREMENTS A =ALL M =MOST S =SOME • Time pressure A • Emergency situation S • Irregular schedule Overtime S • Danger, physical contact S • Change of tasks S • Tedious exacting work A • Distractions A • Close team work A • Multiple simultaneous tasks A • Dealing with people A JOB DESCRIPTION - KERR COUNTY DISTRICT CLERKtzooz> JOB TITLE: Court Clerk (2) OBJECTIVE: To serve the public and ensure, in a timely manner accurate clerical record keeping for the District Clerk's Office in accordance with departmental procedures, regulations, laws and statutes pertaining to the office of the District Clerk ORGANIZATION RELATIONSHIPS: • Reports to District Clerk & Chief Deputy • Directs to: May temporarily supervise deputy clerks or new employees. • Other: Has frequent contact with the general public, litigants, attorneys, other county departments, other departmental employees, court personnel and law enforcement officers. Has frequent contact with local, state or federal agencies. GENERAL STATEMENT OF DUTIES: This is a responsible position which involves independent judgment, and may be supervisory. Duties include training courtroom and other personnel, serving the public, performing complex clerical, filing and basic accounting procedures requiring application of various complex work methods and procedures, in accordance with the laws, statutes and regulations controlling the District Clerk's Office, and with departmental functions policies and practices. JOB FUNCTIONS PRIMARY • Friendly, accurate and professional communication, either in person or by telephone, to the public, the court and all others in all matters. • Serve as court clerk during the trial of cases. • Serve as clerk in the courtroom for criminal or civil cases set for trial. • May provide some supervision of District Clerk staff, as needed to assure that atl functions of the office are performed in accordance with the laws and policies as described by statute and the District Clerk. • Maintain current knowledge of applicable statutes, regulations and laws relating to the operation of the district clerk's office. • Receive, file and docket civil suits. Issue citations, subpoenas, executions, writs of sequestration & garnishment, abstracts of judgment, orders of sale and such other writs as requested in compliance with the court order and applicable laws and statutes. Enter required court costs on computer. Deliver process as requested by parties. • Process severance, consolidation and change of venue orders according to court order and policies and statutes which may include reviewing files, making required plain and certified copies, assigning new cause and court number if applicable, determining, collecting and entering any court costs, entering information on computer and mailing required documents. • Process final orders for expunction by notifying agencies and reviewing data from responding agencies. Destroy or release expunction records according to statutory requirements. • Prepare and mail various reports of state agencies and notice of judgments to litigants with 10 days of judgment in civil cases. • Receive trial exhibits (except drugs and firearms) from court reporter after completion of trial. Check that all exhibits are included on exhibit log. Place in proper order in vault for safe keeping. • Impanel jurors. Make copies of jury questionnaire and final jury list for judge, court reporter, bailiff and attomeys. Record challenged jurors and strikes to determine jury panel. • Conduct research of microfilm records for information relating to taxes, titles, judgments, or verification or location of other records of information. • Assists court personnel, attorneys, and the general public in locating information and resolving unusual problem relating to court records and cases. • Interpret complex legal documents prior to issuing writs or other process which may affect the lives of others. • Receive, receipt and record filing fees. • Receives and file Grand Jury indictment.. Enter case information on computer. Prepare casebinders and docket sheets. Record bond settings ,issue warrants of arrest ,writs and precepts and subpoenas for the appearance of witnesses. • After disposition of case check for outstanding warrants, prepare recall statements to law enforcement agency, issue abstracts of judgment to voter registrar and prepare CJIS report. • Fingerprint defendants of a criminal judgment. • Process motion to revoke and issue required documents including capias. Prepare as any other new file. • Prepare pen packets for processing of inmates to TDCJ including required documents with one day of receipt of final judgment. • Generate and mail criminal trial and pre trial notices to defendants, bondsman and attorneys and maintain a trial schedule. • Receive, sort and distribute incoming mail. • Record, receive and disburse court-ordered child support payments. • Assure that all job functions are performed as required by coordinating duties of supervised employees and in the event of absenteeism coordinate staff to cover all job requirements. • Assist other employees, as needed or requested, with incoming office telephone calls, answering questions and/or directing to proper person according to office procedures. • Administer oaths at any given time. • Maintain the confidentiality of court records sealed by law or Court Order. • Perform all other duties assigned which fall within the general scope and ability level of the job. SECONDARY • Receive and receipt trust account deposits. Issue disbursement checks on trust accounts according to court order. Enter receipt and disbursement on computer. • May train certain new department personnel • Pertorms work of other employees in their absence. • Prepare and file, according to Supreme Court Rules, Court of Criminal Appeals Rules and all appellate guidelines, appeal transcripts and other post conviction writs. • Order necessary office supplies and forms. • May be required to attend continuing education courses. • Perform such other duties as may be assigned. TASKS • Work at a computer. • Telephone in responding to inquiries, fax machine, a-mail. • Operate copy machines, postal machine, microfilm reader printers, typewriter, computer, computer printer & audio sound system. REQUIRED KNOWLEDGE, SKILLS AND ABILITIES • Ability to maintain composure while heavy contact with general public. • Working knowledge of office practices, principles of office management, departmental rules, regulations procedures, and functions, and office record keeping and reporting policies and procedures. • Ability to maintain confidentiality with respect to sensitive and confidential i~~for~~~ation. • knowledge of effective organizational procedures. Ability i~ rriaiiage larg2 JOIUme and muitipie piiui ties. • Abiiity tG plan and SUperJiSe uie wvik Of SiibOi diiiate5 • Interpret and execute oral and complex written instructions and to perform responsible clerical wGik'vVlth a high degree of accuracy. • Ability to prepare operational and statistical reports. • Ability to estdb6sh and maintain effcGtrJe Woikirig reiatiOrShips With Gthei BGi.inty depdrtmerlts and the general public. • Ability tv e5td`uiiSh grid maintain Sri cffeGtive team dpprGaGi in Working ielatIGn51iip5 Willi GO- workers while handling daily responsibilities. s vGvd Wuiking kn~Wiedge of geneidiiji accepted dGG6iiritirlg piinLipieS. • Ability to understand and demonstrate ability to learn legal terminology and courtroom procedure. Thorough knGWiedgc of Lie GieriGai pruGedi.ire Iridvl'ved in interpreting piGGBSSing, ieLGrdirlg grid preparing complex legal documents, instruments, records and reports related to the operation of both civil and criminal district courts. • Type accurately at a speed of at least 50 words per minute. CERI iF'IGAI tS AAID LICENSES REQt11F(ED: Required to be bonded and insured for liabilities. EDUCATION AND E~iPERiENCE REQUIRED: • high school diploma or its equivalent, preferably, plus at least two years progressively responsible experiencB pertorming Vdrled Gieili,di aria StdtiStiGdi fUrii,tlonS, pi eferabiy With 8 iGGdi gGVernment agency, • Any equivalent combination of experience and training which provides the required knowledge, skins and abilities. PHYSICAL REQUIREMENTS A=ALL • Standing S Sittir lg M • Walking S • Li°irig fv1 • Carrying M Fiishirig or Pulling S • Reaching M Handling A • Fine dexterity A ~rlcciirig S • Crouching S • Crawling S • Bending M Twisting M • Climbing S • Balancing S • vision A • Hearing M Talkir~y A NON PHYSICAL REQUIREMENTS M = iNuST S =SOME Time pressure A Cn-~ergency Situation S Irregular schedule -Overtime S vdrlger, phy5lGdi GGritdLt S Change of tasks S Tcdiriii5 CxaGiirig Work A Distractions A ".ii'Se tealil WGik A Multiple simultaneous tasks A ^ealing With people A JOB DESCRIPTION - KERR COUNTY DISTRICT CLERK arr~d zaoz JOB TITLE: Senior Clerk (3) OBJECTNE: To serve the public and ensure, in a timely manner accurate clerical record keeping for the District Clerk's Office in accordance with departmental procedures, regulations, laws and statutes pertaining to the office of the District Clerk ORGANIZATION RELATtONSHIP3: • Reports to District Clerk & Chief Deputy • Directs to: May temporarily supervise deputy clerks or new employees. • Other: Has frequent contact with the general public, litigants, attomeys, other county departments, other departmental employees, court personnel and law enforcement officers. May have contact with local, state or federal agencies. GENERAL STATEMENT OF DUTIES: This is a responsible position which involves independent judgment, and may be supervisory. Duties include training courtroom and other personnel, serving the public, performing complex Gerical, filing and basic accounting procedures requiring application of various complex work methods and procedures, in accordance with the laws, statutes and regulations controlling the District Cleric's Office, and with departmental functions policies and practices. JOB FUNCTIONS PRIMARY • Friendly, accurate and professional communication, either in person or by telephone, to the public, the court and all others in all matters. • May provide some supervision of District Clerk staff, as needed to assure that all functions of the office are performed in accordance with the laws and policies as described by statute and the District Clerk as well as assist Court clerk during the trial of cases. • Maintain current knowledge of applicable statutes, regulations and laws relating to the operation of the district clerk's office. • Receive, file and docket civil suits. Issue citations, subpoenas, executions, writs of sequestration & garnishment, abstracts of judgment, orders of sale and such other writs as requested in compliance with the court order and applicable laws and statutes. Enter required court costs on computer. Deliver process as requested by parties. • Process severance, consolidation and change of venue orders according to court order and policies and statutes which may include reviewing files, making required plain and certified copies, assigning new cause and court number if applicable, deterrnining, collecting and entering any court costs, entering information on computer and mailing required documents. • Process final orders for expunction by notifying agencies and reviewing data from responding agencies. Destroy or release expunction records according to statutory requirements. • Prepare and mail notice of judgments to litigants with 10 days of judgment in civil cases. • May assist court clerks in the process of Impaneling jurors. • Conduct research of microfilm records for information relating to taxes, titles, judgments, or verification or location of other records of information. • Assists court personnel, attomeys, and the general public in locating information and resolving unusual problem relating to court records and cases. • Interpret complex legal documents prior to issuing writs or other process which may affect the lives of others. • Receive, receipt and record filing fees. • Enter case information on computer. Prepare casebinders and docket sheets. Record bond settings ,issue warrants of arrest ,writs and precepts and subpoenas for the appearance of witnesses. • Issue abstracts of judgment to voter registrar and assist in the preparation of CJIS report. • May assist upon request for court clerks in the processing of motions to revoke and issuance required documents including Capias, preparation of Inmate pen packets to TDC. • Generate and mail criminal trial and pre trial notices to defendants, bondsman and attorneys and maintain a trial schedule. • Receive, sort and distribute incoming mail. • Record, receive and disburse court-ordered child support payments. • Assure that all job functions are performed as required by coordinating duties of supervised employees and in the event of absenteeism coordinate staff to cover alf job requirements. • Assist other employees, as needed or requested, with incoming office telephone calls, answering questions and/or directing to proper person according to office procedures. • Administer oaths at any given time. • Maintain the confidentiality of court records sealed by law or Court Order. • Perform all other duties assigned which fall within the general scope and ability level of the job. SECONDARY May assist in training certain new department personnel • Performs work of other employees in their absence. • May order necessary office supplies and forms. • May be required to attend continuing education courses. • Perform such other duties as may be assigned. TASKS • Work at a computer. • Telephone in responding to inquiries, fax machine, a-mail. • Operate copy machines, postal machine, microfilm reader printers, typewriter, computer, computer printer & audio sound system. REQUIRED KNOWLEDGE, SKILLS AND ABILITIES • Ability to maintain composure while heavy contact with general public. • Working knowledge of office practices, principles of office management, departmental rules, regulations procedures, and functions, and office record keeping and reporting policies and procedures. • Ability to maintain confidentiality with respect to sensitive and confidential information. • knowledge of effective organizational procedures. • Ability to manage large volume and multiple priorities. • Ability to accept direction of supervisory staff. • Interpret and execute oral and comptex written instructions and to perform responsible clerical work with a high degree of accuracy. • Assist in the prepare of operational and statistical reports. • Ability to establish and maintain effective working relationships with other county departments and the general public. • Ability to establish and maintain an effective team approach in working relationships with co- workers while handling daily responsibilities. • Good working knowledge of generally accepted accounting principles. • Ability to understand and demonstrate ability to team legal terminology and courtroom procedure. • Thorough knowledge of the clerical procedure involved in interpreting processing, recording and preparing complex legal documents, instruments, records and reports related to the operation of both civil and criminal district courts. • Type accurately at a speed of at least 50 words per minute. CERTIFICATES AND LICENSES REQUIRED: Required to be bonded and insured for liabilities. EDUCATION AND EXPERIENCE REQUIRED: • High school diploma or lts equivalent, preferably, plus at least two years progressively responsible experience performing varied clerical and statistical functions, preferably with a local government agency, • Any equivalent combination of experience and training which provides the required knowledge, skills and abilities. PHYSICAL REQUIREMENTS A =ALL • Standing S • Sitting M • Walking S • Lifting M • Carrying M • Pushing or Pulling S • Reaching M • Handling A • Fine dexterity A • Kneeling S • Crouching S • Crawling S • Bending M • Twisting M • Climbing S • Balancing S • Vision A • Hearing M • Talking A NON PHYSICAL REQUIREMENTS M =MOST S =SOME Time pressure A Emergency Situation S Irregular schedule -Overtime S Danger, physical contact S Change of tasks S Tedious Exacting work A Distractions A Close team work A Multiple simultaneous tasks A Dealing wlth people A