OFFICE ASSISTANT II

Branson, Missouri
CITY CLERK/COURT
02-14-2020
City Hall
15.54  Hourly
13.81  Hourly
Full Time, Non-Exempt
Monday Thru Friday, 8:00 Am - 4:30 Pm

Closing Date:  February 28, 2020

Grade: 9C

FLSA Status:  Non-Exempt

Department: City Clerk’s Office

 

POSITION SUMMARY

This position is responsible for maintaining and processing case information from opening to final disposition, in accordance with approved internal controls, procedures and rules. This position assists in the operations of the Municipal Court.  This class is supervised by the Deputy Court Administrator.

COMPETITIVE PAY

  • Starting pay commensurate with experience and level of duties
  • Opportunity for annual increases; current eligible employees up to 5% more for 2020
  • Excellent growth opportunities for fully engaged employees
  • Non-exempt – overtime eligible

GREAT BENEFITS

Medical Insurance:

  • Up to 100% of employee only coverage is available
  • Option for three plans to fit your needs
  • $0 deductible available for a nominal monthly cost
  • HSA plan where nearly $100 monthly is deposited to your account
  • 2/3 of dependent coverage paid by the Employer

Dental Insurance

  • 100% of employee coverage paid by the Employer
  • $1,500 annual benefit toward basic and major services
  • No cost oral exams (twice yearly)
  • Dependent coverage available

Paid Time Off Work

  • Vacation - begin with 80 hours accrued vacation a year
  • Sick Leave – 96 hours accrued sick leave a year
  • Up to 24 hours Community Involvement leave each year, as approved
  • 12 paid holidays a year

Retirement

  • Pension plan through Missouri Local Government Retirement System (LAGERS)
  • Vesting in only five years
  • Employer contributes 14% of annual wages to LAGERS on employee’s behalf
  • Monthly payment from LAGERS upon retirement for life
  • Two 457(b) retirement plans to choose from for additional retirement income

Other

  • Life and AD&D insurance paid by the Employer
  • Vision coverage; supplemental insurance (disability, cancer, accident, etc.) available
  • No cost employee membership to CoxHealth Fitness Center at the Branson RecPlex
  • No cost admission for employees and their families to the Branson AquaPlex

ESSENTIAL DUTIES AND RESPONSIBILITIES

This position requires a regular and consistent physical presence in the City Clerk/Court Department at the City of Branson City Hall. It includes the following:

  1. Behaves in a manner that promotes a productive, healthy, safe and positive work environment by:
    • Depicting trustworthiness through integrity, truthfulness, consistency and honesty, and while protecting confidential information as necessary;
    • Creating and maintaining positive relationships at all levels by treating others with courtesy, respect and in a conflict-free professional manner, and believing the best in others;
    • Taking into consideration the effects on others, on costs, and on intended outcomes of decisions and actions taken;
    • Upholding the public trust by being safe, enforcing safety, and working promptly, diligently and with a focus on quality;
    • Showing impartiality and equity toward others, and not using job responsibilities to provide nor elicit special favors, and by not making promises that conflict with job duties and responsibilities;
    • Adhering to all policies, laws and regulations as applicable to the role and to being a citizen.  
  2. Follows the ethical, legal and morally consistent direction of supervisor(s).
  3. Performs various general clerical duties such as typing and reviewing correspondence, forms, reports, records and other documents ensuring they are error free.
  4. Assists with receiving tickets and reviews for conformity to appropriate Supreme Court Rules; determines acceptance or rejections; enters case data into Incode court software; creates dockets; opens case files.
  5. Ensures accurate assignment of case numbers; maintains inventory control with strict compliance to court rules.
  6. Reviews case information for prior convictions and processes documents for case files.
  7. Performs duties for processing of documents to be archived, ensuring files are complete, maintained, compliant, and have the proper retention schedules for implementation, archiving, retrieval and audit trail, including electronic document management.
  8. Answers a multi-line telephone system, including the handling of sensitive calls from defendants/attorneys on criminal matters.
  9. Operates various standard and electronic office equipment such as computers, scanners, facsimile, postage, and copiers.
  10. Assists with completion of projects for management.
  11. Assists with developing and writing training procedures to be implemented in accordance with Office of State Court Administrators requirements under the direction of the City Clerk and Deputy Court Administrator.
  12. Assists with maintaining and working with a docket filing system and maintaining the integrity of the docket filing system.
  13. Routes documents to proper offices or outside agencies; reviews documents for necessary requirements.
  14. Makes entries on the docket of actions, documents and filings.
  15. Performs all duties assigned to the Office Assistant I class and workload is split between Municipal Court and City Clerk Departments with various duties.
  16. Organizes cases for upcoming court date; processes necessary forms; and assures all cases are accounted for as scheduled on the court calendar.
  17. Closes cases and files including reporting convictions to the Department of Revenue within 7 days.
  18. Handles confidential information; distinguishes confidential information from open records and processes accordingly.
  19. Performs accounting functions; sets up payment plans; handles cash drawer; maintains and refunds cash bonds; makes daily deposits.
  20. Handles counter and phone contact with defendants; explains court processes to defendants; makes decisions according to established procedures.
  21. Schedules and maintains the court calendar, trial docket and attorney docket.
  22. Handles a variety of legal documents; processes fingerprint cards; state suspension notices; handles various correspondence.
  23. Prepares and reviews the processing of purchase orders, requisitions, invoices and accounts payable.  Orders supplies.
  24. Assignment may require individual to handle a large volume of public contact, including difficult situations, in a pleasant and efficient manner.
  25. Provides support in other functional areas of the City Clerk and Court department.
  26. Other duties as assigned by supervisor or City Clerk.

KNOWLEDGE, SKILLS, AND ABILITIES

*Any combination of education, training, and experience providing the following knowledge, skills, and abilities.

  • Knowledge of English, spelling, and arithmetic computations.
  • Ability to maintain a high level of confidentiality for both written and verbal information.
  • Ability to handle deadlines and stressful situations in a calm, orderly and accurate manner.
  • Ability to remember and recall details to provide customer and staff with appropriate information.
  • Knowledge of the operation and maintenance of various office equipment.
  • Knowledge and ability to apply customer service skills.
  • Ability to recognize the importance of promptly and competently handling assigned tasks, and performing various tasks without supervision.
  • Ability to follow oral and written instructions including accurately and efficiently carrying out set procedures and preparing and presenting both written and verbal reports. 
  • Ability to communicate clearly and effectively, both orally and in writing, in English.
  • Ability to use various types of computer software (including Microsoft Office) and hardware.

PHYSICAL DEMANDS

The physical demands listed below are representative of those that must be met by an employee to successfully perform the essential functions of this position.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this position, the employee is required to stand, walk, sit, use hands to finger, handle or feel; reach with hands and arms, climb or balance, stoop, kneel, crouch, talk and hear.  The employee may be required to sit for long times in front of computer monitor using a keyboard.  The employee is required to lift, carry, push and/or pull up to twenty-five (25) pounds.

WORKING ENVIRONMENT

While performing the duties of this position, the employee is primarily indoors with heating and cooling regulated in a general office environment. The noise level in the work environment is usually moderate.

EXPERIENCE, EDUCATION AND TRAINING

  • High school graduate or GED equivalent.
  • Two years of experience in clerical work.
  • Prefer one year of experience in a municipal court or government organization.
  • Proficient in the use of computer software.

LICENSING/CERTIFICATION

  • National Career Readiness Certificate preferred.
  • Must possess and maintain a valid Motor Vehicle Operator’s license with the ability to be insured under the City of Branson’s insurance coverage when driving a city-owned vehicle.

MISCELLANEOUS REQUIREMENTS

  • Must be able to pass a background investigation.
  • Must possess no felony convictions.
  • Must possess a high degree of integrity, strong work ethic, and ability to work with minimal supervision.
  • Must be extremely detail oriented and efficient.