Magistrate in Training

Job Summary

Under general supervision assists in processing bonds and informs defendant of rights and hearing procedures, prepares correspondence to notify individuals of court dates, changes and other information, collects payments for traffic and non-traffic violations, court fines, fees and assessments, prepares and issues receipts; establishes and maintains alpha and numerical filing systems, retrieves records and other documents as needed or documents as appropriate and performs additional duties in support of the department as needed or upon request. This person will be on a probationary period for one year. Will attend the classes necessary for certification as a magistrate.

Essential Job Duties & Responsibilities

The following duties are normal for this position. The omission of specific statement of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this position. Other duties may be required, assigned and expected aside from those set forth below to address operational needs and changing operational practices.

• Assists in preparing cases prior to court by obtaining driver history information, bonds, subpoenas, and performing warrant checks.
• Assists in preparing docket prior to court proceedings.
• Prepares theft of property, bail jumping, FTA and alias warrants; explains procedures to complainants and forwards to police department for execution.
• Documents log book for warrants issued and enters information into computer.
• Contacts Records Department to pull files on warrants for execution; logs file to indicate warrants have been served.
• Receives bonds from county jail, log information on survey log, attaches correlating bond to case and informs defendant of rights and hearing procedures, obtains appropriate signature and enters information into computer system.
• Processes driver license suspensions for FTA offenses and enters traffic citations and non-traffic cases into computer.
• Prepares correspondence to notify individuals of court dates, changes and other information.
• Prepares court Jail Log detailing information regarding sentencing and jail release dates.
• Updates prisoner form and forwards to jail for signature.
• Reviews case action summaries and contacts jail personnel to determine if prisoners have been released and to notify them of court dates and maintains file of daily Jail Release Forms.
• Files and maintains current incoming case information.
• Files warrants, FTAs, court orders, traffic and non-traffic citations.
• Posts uniforms traffic and non-traffic citations, parking tickets, subpoenas, summarizes and executions to case action summary.
• Receives payment for traffic and non-traffic violations, court fines, fees and assessments.
• Prepares and issued handwritten receipts for payments received; in the event computer system is down. Accesses computer database to obtain information on citations and status and issued customer generated receipts.
• Calculates amount owed on fines, documents appropriate records notating time served and fines payments received.
• Attends court hearing, collects payment of fines and informs defendant of procedures upon satisfying payments.
• Maintains and secures cash drawer, balances drawer against receipts; call for police escort and delivers money to City Clerk’s office.
• Performs records checks and issued verifications upon completion.
• Checks drop box, distributes incoming mail or posts fines and payments on appropriate files.
• Performs additional duties as assigned or upon request.

Qualifications

Education & Experience Guidelines
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities required for this position would be:

Education/Training
High school graduate, GED or equivalent with additional training in office administration.

Experience
Must possess customer service skills.

Licenses or Certifications Required
Must be a registered voter.

The following generally describes the knowledge and abilities required in order to successfully perform the assigned duties of the position:

Knowledge of:

• Office procedures and methods to include records management, reporting, scheduling and document production.
• Administrative requirements of City of Phenix City court system.
• Use, operation and capabilities of standard office equipment.
• Keyboarding skills to enter and produce accurate type written or word processed documents, forms and reports.
• Knowledge of municipal court office operations and procedures.
• City of Phenix City and the State of Alabama judicial system.

Ability to:

• Read in order to comprehend slightly complex administrative material.
• Produce clear written material.
• Compose routine letters, memorandum and related office documents.
• Verbally communicate with co-workers and provide general information to the public.
• Perform simple financial calculations and solve numerical problems.
• Access state computer system to retrieve information.
• Interact with the public and other agency representatives.
• Carry out written and oral instructions.
• Establish and maintain effective working relationships with City staff and the general public.
• Work under general supervision where standard practice enables duties to be performed alone referring questionable cases to supervisor.

Physical Demands & Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the Americans with Disabilities Act, the city encourages both prospective and current employees to discuss potential accommodations needed to perform the essential duties of this position.

Environment: Primarily indoors.

Physical Demands: See accompanying page for details

Key Working Relationship: Court Clerk, Magistrate, Judges, Police Officers and Citizens.

Applications for this position will be accepted until a pool of 20 applications is received or the position is filled, whichever comes first. Current city employees wishing to apply should send Internal Job Application provided by the Human Resources Department to the HR Director by the deadline stated. (A courtesy copy will be sent to the employee’s department head.)

Applications can be found online (download an application) or picked up at the City of Phenix City Human Resources Department:
1103 Broad Street
Phenix City, AL 36867
Ph: 334 448-2706

Applications are available for pick up and drop off on Mondays from 2 to 5 p.m., Eastern Time, and Tuesdays, Wednesdays, and Thursdays from 10 a.m. until 2 p.m., Eastern Time. You may also email your completed application with the required supporting documents.