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Flathead County is an equal opportunity employer. Flathead County shall, upon request, provide reasonable accommodations to otherwise qualified individuals with disabilities.This job description is intended to reflect core areas of responsibility and an incumbent employees’ knowledge and skill set needed to complete those functions. This document is not intended to catalog each individual duty; employees are routinely called upon to address emerging employer requirements in alignment with individual work units and assignments of jobs. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer change.Job Title: Deputy File Clerk Job Code: 12150Department: Clerk of District Court Reports to: Office AdministratorPay Grade: Stnd 18FLSA Status: 1Non-Exempt 0 Exempt Department Overview: The District Court is a court of general jurisdiction that handles criminal, civil, domestic relations, juvenile, probate, mental health, and water cases. The county District Court provides the citizens of the county an open, fair, efficient, and independent judiciary for the advancement of justice under the law as prescribed by Montana Statute.Job Summary: This deputy clerk position handles varied district court records including but not limited to jury, marriage, child support and civil matters and is responsible for performing a multitude of considerably difficult, wide-ranging clerical duties with accuracy, timeliness and strict confidentiality. These records include Civil, Domestic Relations, Guardianship, and Probate cases. The deputy also issues, files, and records all county marriage license applications and licenses.Essential Functions (Major Duties or Responsibilities): These duties are the essential functions and are not all-inclusive of all duties that the incumbent performs.·File and maintain all court and legal documents, papers, and related documentation appropriately in accordance with the applicable statutes and procedures established by the courts. Assign case numbers to new cases, maintain indexes, and keep register filings current. Transfer cases as directed and present proposed orders to the courts. Certify documents as requested.·Act as a custodian of district court documents, proceedings, and records by establishing and maintaining filing systems to ensure records and indexes are controlled according to legal guidelines. Provide ease of access to records for authorized interested parties and the public. Ensure proper security and confidentiality of all court documents and records. Photocopy and scan documents as necessary. ·Process all monetary transactions efficiently in accordance with established court guidelines. This includes but is not limited to receipting collected fees and moneys, properly filing receipts for filing fees, and issuing receipts for marriage licenses and other cases as requested.·Issue a wide variety of official court documents including but not limited to subpoenas, summonses, writs of execution, and notices per state statutes. Mail and/or distribute documents as directed. Assist self-represented litigants when filing documents. Prepare and sign certain orders per state statutes. Send copies to appropriate parties and attorneys.·Perform searches of civil court records as requested by the public, ensuring all searches and file requests are paid for according to statute and established fee-collecting procedures.·Perform data entry from submitted jury questionnaires into the jury application in a timely manner to facilitate drawing of prospective jurors for trial.·Perform all civil case administration duties including but not limited to checking original documents for proper signatures and notarizations, filing all pleadings, placing court seal on proper court documents, issuing summons, ensuring security of all court files and sending certified mailing when required to appropriate parties. Ensure confidentiality of marriage, juvenile, abuse and neglect, mental health, and adoption cases. ·Maintain accurate records regarding child support by recording payments received, including updating address changes and timely distribution of payments to appropriate entities/parties. ·Issue and file marriage licenses according to the State law and established procedures. ·Maintain records in statewide database (FullCourt) to ensure uniformity and ease of access to all district court personnel in Montana as well as the public.Non-essential Functions:•Perform other duties as assigned attending meetings and conferences upon request, providing backup for other staff, participating in training, etc.Physical Demands and Working Conditions: The demands and conditions described here are representative of those the employee must meet to perform the essential functions of the job.·Intermittent periods of standing, sitting, and walking.·Required to reach with hands or arms, stoop, kneel, crouch, and some light occasional lifting in the file storage area for research purposes.·Occasionally required to climb or balance.·Occasionally required to lift up to 25 pounds.·Working on a computer system and communicating with others.·Subject to frequent interruptions.·Work in an office and court facility environment with a moderate noise level.Supervision Exercised: None. Knowledge, Skills, and Abilities:The job requires knowledge of office management systems, personal computers and word processing, filing and records maintenance procedures, county specific terms, rules laws and procedures, general office accounting and bookkeeping, court policies and procedures, and a working knowledge of legal terminology, court deadlines, and court documents.Knowledge of methods, materials, and principles used for district court procedures is preferred.The job requires skill in professional communication, active listening, speaking so others can clearly understand information that is unfamiliar, reading comprehension, writing, typing, critical thinking, and time management.The job requires the ability to keep matters confidential, work as part of a team, and follow written and oral instructions.Also required is the ability to establish and maintain effective working relationships with employees, other departments and the public necessary; reason logically, pay attention to detail and be familiar with tools and equipment including computer, printer, telephone, photocopier, and scanner.Education and Experience:This job requires education and experience equivalent to a high school diploma or GED and four (4) years of varied clerical work experience. Equivalencies include an associate’s degree with coursework in law and two (2) years of related experience. ActionDateReferenceAdopted07/12/22Commissioners’ Minutes