COURT CLERK

Position Scope

Our Vision: We aspire to be the community of limitless possibilities.

Our Mission is to provide exceptional services for a safe, thriving community, while honoring our history and innovating for the future.

Embrace the New - Do Right - Lend a Hand - Find a Way - Enjoy our Work - Celebrate Uniqueness

Our Benefits
The City of Buckeye provides an extensive benefits package designed to support the well-being of our employees. This includes health, dental, vision, life, pet insurance, as well as wellness incentives. Coverage begins the first day of the month following the start of your employment.

Vacation & Sick Leave

At the City of Buckeye, we understand the vital role that vacation time plays in supporting the mental, physical, and emotional well-being of our employees. Vacation and sick leave accruals begin on the first day of employment and may be used upon accrual. Additionally, employees receive credit towards vacation leave accruals for years of service with other public sector retirement systems nationwide (not including Federal service).

Holidays

The City of Buckeye observes eleven holidays per year: New Years Day, Martin Luther King Day, Presidents Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veteran's Day, Thanksgiving and the day after Thanksgiving, and Christmas Day.

Retirement
This position participates in the Arizona State Retirement System (ASRS). Contribution is mandatory, and the current contribution rate is 12%, per fiscal year.

Primary Duties and Responsibilities

GENERAL PURPOSE: The Court Clerk performs a wide range of administrative, clerical, and customer service duties to support the daily operations of the Municipal Court. This includes working directly with the public at the service window and on the phone, processing payments, assisting in the courtroom proceedings, and managing case files using the court’s case management system. This role requires strong organizational skills, attention to detail, the ability to handle sensitive information, and the capacity to interact effectively and professionally with the public, legal professionals, law enforcement personnel, and court staff. A Court Clerk may serve on either the court operations or court services team.

PRIMARY DUTIES AND RESPONSIBILITIES:

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional, position-specific duties.
Front Counter and Customer Service:

• Serve court users at the public window by answering questions, accepting payments, setting up payment plans, and providing information on court procedures.
• Assist individuals with filing protective orders through AZ Point, including explaining steps, generating documents, and troubleshoot issues.
• Respond to phone calls by answering questions, taking payments over the phone, and establishing payment arrangements.

Financial Transactions:

• Accept and accurately process various forms of payments including cash, checks, and electronic payments
• Process mail-in payments and requests for civil traffic hearings.
• Reconcile and balance daily payment transactions and receipts.

Citation and Case Processing:

• Process electronic citations (E-Citations) by verifying accuracy and uploading them to the Case Management System (CMS).
• Manually enter handwritten citations into CMS; verify all data and flag errors for correction.
• Create physical case files, including labels and log sheets, for criminal and civil matters.
• Enter long-form criminal complaints, schedule arraignments, and issue summonses via certified and regular mail.
• Enter parking and local ordinance violations, schedule hearings, and issue subpoenas or summonses as needed.

Protective Orders and AZ Point:

• Work in AZ Point to prepare ex parte protective order paperwork for judicial review.
• Enter granted protective orders into both CMS and AZ Point.
• Schedule hearings for contested protective orders, notify both parties by phone, email, or mail, and assist with digital evidence setup.

Digital Evidence Management:

• Set up new cases in the court’s digital evidence portal and instruct users on how to submit digital evidence for upcoming hearings.

Compliance & Monitoring:

• Monitor cases for late payments and send delinquency notices; follow up with reminder calls to defendants.
• Process warrants for failure to appear in criminal matters.
• Track compliance with community service in place of fines and apply completed hours in CMS.
• Run reports related to defensive driving school; correct errors and apply school payments to cases.

File and Records Management:

• Scan and upload all documents, emails, motions, and correspondence into CMS.
• Log and document all communications with parties in each case.
• Review and prepare case files for destruction based on the court’s records retention schedule.
• Process record requests and ensure confidentiality of sensitive documents.

Courtroom Support:

• Assist the judge by scheduling cases, preparing plea and sentencing paperwork, and tracking exhibits during hearings and trials.
• Provide support to judges, attorneys, and defendants in the courtroom.

General Clerical and Team Support:

• Assist with incoming and outgoing mail, ensuring items are appropriately distributed and processed.
• Perform data entry, filing, document matching, and record tracking.
• Help other team members complete work assignments as needed.
• Maintain positive and professional communication with judges, attorneys, prosecutors, law enforcement, and court users.

Other Duties:

• Assist judges, attorneys, and court users as needed both in and out of the courtroom.
• Work with potentially emotional or volatile individuals in a respectful, professional manner.
• Perform other duties as assigned.

Minimum Qualifications & Position Requirements

Education and Experience:

High School diploma or GED equivalent, and two years of experience in customer service (including one year of cash handling) or criminal justice field; or an equivalent combination of directly related education and experience.

Necessary Knowledge, Skills and Abilities:

Knowledge of:

• City policies and procedures
• Common legal terms and basic court processes and procedures
• Standard office operations and administrative tasks
• Basic awareness of relevant laws and regulations

Skill in:

• Communicating clearly and effectively, both orally and in writing
• Strong organizational skills to manage court documents and schedules
• Using office software, such as Microsoft Office, and basic court management systems
• Fast and accurate typing skills for processing legal forms and documents

Ability to:

• Ensure accuracy in all court documents and records
• Handle sensitive information with discretion
• Establish and maintain effective working relationships with colleagues and the public
• Learn and adapt to new procedures and technologies

12 Month Goals:

• Become proficient with AJACS
• Learn how to process citations
• Be able to process payments and set up payment plans
• Work the service windows
• Handle phone calls from court customers
• Follow up on delinquent payments with phone calls

Additional Information

Special Requirements: Bilingual skills (English/Spanish) preferred.
Physical Demands / Work Environment: Office and courtroom setting with frequent public interaction, including potentially emotionally charged situations.
Reports To: Court Administrator and/or Court Supervisor
Supervision Exercised: None

FLSA Status: Non-exempt

EQUAL EMPLOYMENT OPPORTUNITY: It is the policy of the city to provide employment opportunities to all persons based solely on ability, regardless of race, color, religion, sex, national origin, age, sexual orientation, gender identity or disability.

Employee Benefits & Wellness

The City offers a comprehensive benefits package to full-time classified and management employees. Part-time classified employees may be eligible for select benefits where defined.

For complete Benefit Plan & Wellness Information, please visit the City website at:
Benefits & Wellness

City benefit plans are subject to change at any time.

Closing Date/Time: 8/25/2025 11:59 PM Mountain

• 

• City of Buckeye, AZ

• 623-349-6000

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