Clerk of Court III

The Kotzebue Trial Court of the Alaska Court System (ACS) invites applications for Clerk of Court III. The incumbent will be responsible for the daily operations of the combined district and superior courts including management of records, personnel, fiscal matters, and facilities. The incumbent is the primary trainer for the deputy clerks and works closely with the Rural Court Training Assistant to coordinate training.

This position is flexibly-staffed. When certified, the position will serve as a Deputy Magistrate and be reclassified to salary range 16 ($6,722.00 minimum monthly). To be appointed Deputy Magistrate, the incumbent must be at least 21 years of age, a United States citizen, and a resident of the State of Alaska for six months immediately preceding appointment. Regular job duties include the following:

TRIAL COURT MANAGEMENT AND SUPPORT

• Supervise trial court activities at the court location; provide leadership, management, and technical support in a variety of trial court functions including record keeping, calendaring, accounting, and jury management as prescribed by statute, state, and local directives;
• Plan, coordinate, and schedule the work of staff to ensure adequate coverage of court functions; review and approve leave requests; disseminate procedural information to staff in a timely manner;
• Become proficient in all duties of the clerk’s office as the incumbent assists deputy clerks in the performance of their daily duties and will fill in for the clerks during short and sometimes long-term absences or vacancies;
• Oversee calendaring, in-courting, accounting, and jury management functions; oversee maintenance and control of exhibits and preparation of records on appeal;
• Answer inquiries from judges, attorneys, other courts, law enforcement, and the general public concerning court cases, court policies, and/or court procedures;
• Monitor the quality of staff work product and provide correction and training as necessary; run audit and case management reports to ensure accuracy of case management data;
• Oversee courtroom audio recording backup server; ensure daily check of the backup server is done and notify IS of any issues; perform basic upgrades and repairs to equipment as needed;
• Participate in budgetary process for positions and equipment; work closely with the Area Court Administrator, Rural Court Training Assistant, and judicial officers to implement operational procedures in response to legal requirements and new technology;
• Participate in state and district clerks’ conferences.

HUMAN RESOURCE MANAGEMENT

• Interview, hire, evaluate, and discipline employees; maintain a supervisory working file on each deputy clerk as a means of documenting positive and negative performance;
• Prepare timely interim and annual performance evaluations;
• Maintain current job descriptions; ensure staff is informed regarding personnel rules and administrative bulletins;
• Initiate and lead regular staff meetings on training issues and matters related to court operations;
• Ensure clerks receive training in all aspects of their jobs either by providing training or by seeking training assistance and resources.

FACILITIES AND MATERIALS MANAGEMENT

• Act as liaison between the landlord and the court system’s Facilities Department; ensure that facilities are functioning, orderly, and secure;
• Oversee ordering of supplies and forms to ensure adequate quantity is in stock;
• Participate in budgetary process for equipment and upgrades to the facility.

DEPUTY MAGISTRATE AND OTHER DUTIES

• When certified, perform Deputy Magistrate duties as outlined in Administrative Rule 19.2;
• Serve as Americans with Disabilities (ADA) Access Coordinator which involves providing assistance to persons having difficulty in hearing, observing, or participating in services offered by the court, making assistive equipment or accommodations available.

The ideal candidate will possess the following knowledge, skills, and abilities. Please detail these in the required cover letter.

• Experience as a supervisor or team leader.
• Outstanding work habits regarding attendance, punctuality, and use of leave.
• Experience providing excellent customer service, in person and on the telephone.
• Experience performing multiple tasks with frequent interruptions and remaining calm, organized, and accurate.
• Experience working independently and as part of a team in a detail-oriented environment.
• Experience establishing priorities.
• Proficiency in using MS Word, Excel, and Outlook.

Full-time court employees are currently scheduled to work 36 hours per week. The regular work schedule for this position is Monday – Thursday, 8:00 a.m. to 5:00 p.m. and Friday 8:00 a.m. to noon.

For information on the City of Kotzebue, please visit:

http://www.cityofkotzebue.com/

MINIMUM QUALIFICATIONS:

A high school diploma or General Educational Development (GED) certificate AND two years of advanced general clerical or legal clerical work experience AND the ability to type at least 40 words per minute (net). The required work experience is met by service such as a Deputy Clerk II, Deputy Clerk III, Legal Technician, Court Supervisor, Clerk of Court, Judicial Assistant, or Chief Deputy Clerk with the Alaska Court System or similar work experience with another employer.

OR

A bachelor’s degree from an accredited college in any field AND one year of advanced general clerical or legal clerical work experience AND the ability to type at least 40 words per minute (net). The required work experience is met by service such as a Deputy Clerk II, Deputy Clerk III, Legal Technician, Court Supervisor, Clerk of Court, Judicial Assistant, or Chief Deputy Clerk with the Alaska Court System or similar work experience with another employer.

OR

A bachelor’s degree from an accredited college in business administration, public administration, criminal justice, or a closely related field AND the ability to type at least 40 words per minute (net).

ADDITIONAL REQUIRED INFORMATION:

This applies to your application submission.

Documents to be Attached to the Application (REQUIRED):

• A professional cover letter, completed per the instructions below. Your cover letter will be used as a writing sample.
• Post-secondary transcripts, if using education to meet minimum qualifications.
• Typing certification dated within one year showing a typing speed of at least 40 words per minute (net).

Documents to be Submitted at the Time of Interview (REQUIRED):
If you are selected to advance to the interview phase of the recruitment process, you must provide the following at the time of the interview (if not already attached to your application):

• List of at least three (3) professional references, with current contact information.

COVER LETTER

Please attach a professional cover letter to your application before submitting it online or, if unable to attach to your application email it to recruitment@akcourts.us .

Your cover letter should:

1) Be professionally written and include proper format, grammar, spelling and punctuation.

2) Explain how you meet the minimum qualifications of the position.

3) Explain why you are the best candidate for the position.

4) Highlight your experience in relation to the knowledge, skills, and abilities listed under the “Job Description” section of this recruitment; and include specific examples to demonstrate your experience.

Your cover letter will be used to help determine which applicants will advance to the interview phase of the recruitment and selection process. If you do not attach a separate, professional cover letter, you may not move on to the interview phase.

TYPING CERTIFICATION REQUIRED

Attach a recent keyboarding certification (dated within one year) to your application that verifies your typing speed of 40 wpm or higher (net). Typing tests are given at any Alaska Job Center location. A list of locations is available at: http://www.jobs.state.ak.us/offices . Appointments are not necessary. Online typing tests (often at no cost) are accepted with a valid website address noted on the document.

WORK HISTORY

If using work experience not already documented in your application, provide the employer name, your job title, dates of employment and whether full or part-time. Applications will be reviewed to determine if the responses are supported and Minimum Qualifications are clearly met. If they are not, the applicant will not advance to the interview and selection phase of the recruitment.

EDUCATION

If post-secondary education is required to meet the Minimum Qualifications, you must fill in the Education and Training section of the application. If you have not obtained a degree, please indicate the number of credit hours earned in the Degree Obtained field. Copies of academic transcripts will be required at time of interview.

SELECTION PROCEDURE

Applicants will be required to meet the Minimum Qualifications as outlined above. Unfortunately, we cannot always interview all applicants. If your application is considered “not qualified,” you will be sent a notice within two weeks after the closing date for this recruitment. If you believe your application was improperly disqualified, you may appeal this decision to the Human Resources Director at 820 West 4th Avenue, Anchorage, AK 99501-2005 within five workdays from the date the notice is mailed to you. Qualified applications will be forwarded to the hiring supervisor.

NEPOTISM REVIEW To avoid a conflict of interest and the appearance of impropriety, applicants who have a spouse, close relative, and/or regular member of their household employed by the Alaska Court System may not be considered for employment without the approval of the Administrative Director .

BACKGROUND CHECK

A background check will be conducted prior to an employment offer being made. Applicants who have prior convictions that have been set aside under the terms of a suspended imposition of sentence (SIS) may answer “no” to these questions. If you are not sure if your situation requires disclosure, please contact the Human Resources Department at (907) 264-8242. The Court System reserves the right to confirm all background information.

CONTACT INFORMATION:

For more information on the Alaska Court System, please visit:

http://www.courts.alaska.gov

Contact Title: Recruitment

E-Mail: recruitment@akcourts.us

Mailing Address: 820 West 4th Avenue, Anchorage, AK 99501

Fax Number: (907) 264-8262

Phone Number: (907) 264-8242