Job Details

Salary: See Position Description

Location : Billings, MT 59101

Job Type: Full-Time

Job Number: 202500007

Department: Municipal Court

Division: Court Records & Receipts

Opening Date: 01/15/2025

"Applicants must be currently authorized to work in the United States on a full-time basis."

Position Overview

Salary: $18.2049/hour. Salary reflects Step 1 of a 7-step pay scale.

Work Schedule: Monday through Friday, 8:00 a.m. - 4:30 p.m.

Job Summary:

Responsible for performing a variety of clerical accounting duties involving financial record keeping and/or transactions including accounts payable and accounts receivable; providing a variety of clerical support to assigned staff and program; and preparing and processing paperwork and legal court documents.

Scope of Responsibility:

Incumbent is able to work independently and exercise judgment and initiative. Incumbent receives only occasional instruction or assistance as new or unusual situations arise, and is fully aware of the operating procedures and policies of Municipal Court. Incumbent either communicates or negotiates important agreements on a regular basis. Incumbent also regularly interacts with other members of the department and with the public and has the ability to engender trust by showing sensitivity to diverse socio-economic and cultural backgrounds.

Essential Duties and Responsibilities

Administration and Record Maintenance

• Performs a variety of general clerical duties including preparing documents such as temporary restraining orders, maintaining files and records, processing mail and ordering supplies; distributes mail and supplies to appropriate departments, answers phones; and data entry.

Customer Service

• Assists customers, departments, and employees.
• Refers to and signs up defendants for programs that will best suit their needs such as house arrest, probation, ACT, time payments, etc.
• Conducts background checks; perform records searches.

Financial

• Performs routine posting and related clerical accounting work.
• Compiles, prepares, checks and tabulates statistical and financial data; posts data to various ledgers, registers, journals and logs according to established accounting techniques and procedures; inputs and retrieves a variety of fiscal and statistical information using a computer terminal.
• Serves as cashier; receives cash by mail, in person, or electronic transfer; records receipts; reconciles and posts receipts to specified accounts; prepares deposits.
• Prepares and maintains a variety of financial files, records, statements, and reports; gathers, checks, and tabulates data used in the preparation of records and reports.
• Issues time payment warrants.

Juror Coordination

• Contacts jury pool before and during trial; handles phone calls from prospective jurors to determine who will be available for trial.

Prepares Criminal Legal Documents and Maintains Records

• Completes arrest warrants.
• Receives, compiles, prepares, assembles, organizes, and delivers information, documents, and reports on cases coming before the court; provides information to parties involved.
• Tracks defendants through the court process; assumes responsibility for the compilation of correct and pertinent information regarding defendant involvement in prior and current judicial proceedings; obtains prior record information.

Performs Other Duties as Assigned

Qualifications and Skills

Required Qualifications & Skills:

• High school diploma or GED
• Two (2) years clerical training beyond high school
• Must have the ability to operate personal computers and advanced proficiency with Microsoft Office, or equivalent
• Must be able to pass a pre-employment drug test and a Federal and State criminal background check

Preferred Qualifications & Skills:

• Legal experience

Physical Demands and Working Conditions

Requires moderate physical effort, moving between 5 and 25 pounds, on a frequent basis (between 45% and 70% of the time). Requires high attention to detail or deadlines on a continuous basis (over 70% of the time). Work requires exposure to multiple disagreeable elements, none of which are of greater than moderate intensity, on an intermittent basis (less than 15% of the time).

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.

Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise. The City retains the discretion to add duties or change the duties of this position at any time.

The City of Billings offers a complete benefits package to our full-time employees including medical, dental, and vision insurance, retirement/pensions, paid holidays, vacation and sick leave. The City offers life and long term disability insurance to all full-time employees. Optional plans are available for employees that include health savings account, flexible spending account, and 457 deferred compensation accounts.

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