Job Description
Salary : $48,537.00 - $62,589.00 Annually
Location : Canby, OR
Job Type: Full Time
Job Number: 2024-00017
Department: Municipal Court
Opening Date: 06/26/2024
Closing Date: 7/14/2024 11:59 PM Pacific
Position Overview The City of Canby is recruiting for a Full-Time Municipal Court Clerk I. This customer service position will be one of the primary points of contact for visitors to the City offices. The typical schedule for this position is Monday - Friday 8:00am - 5:00pm.
Perform a variety of routine administrative support activities of a limited to moderate complexity which contribute to efficient Canby Municipal Court operations and require a basic understanding of department and City programs and procedures. This position supports the daily operations and front counter of the municipal court, accepting payments, and making payment arrangements of municipal court fines and assessments. Handles confidential matters with discretion and professionalism. Provide excellent customer service.
A variety of moderately difficult to complex tasks are performed within generally defined procedures and are reviewed periodically for accuracy, adherence to established policies and procedures, quality and thoroughness. Work is performed under general supervision and assistance is readily available from supervisor(s). This classification is expected to function independently in daily tasks and required to use judgment on non-routine matters. Problems are identified and solved, and unusual/complex problems are referred to a supervisor.
Duties and Responsibilities The individual in this position is expected to engage in the following work-related activities.
- Provide customer service for court/administration and be responsive to customer needs. Greet visitors and answer telephone, determine nature of visit/call, direct to appropriate person, or take and relay messages in absence or preoccupation of department personnel. Respond to routine, non-routine and technical questions from internal and external customers.
- Provide skilled administrative work, processing court transactions with a high degree of public contact. Prepare accurate and timely reports. Act as a notary public. Tactfully answer a variety of questions about court transactions.
- Coordinate court matters with the Judge, defendants, police, and other levels of the criminal justice system; document decisions in case files using electronic court system.
- May attend court sessions and perform a variety of courtroom related tasks as needed. Assist Supervisor in coordinating jury trials.
- Responsible for Department of Motor Vehicles (DMV) inquiries, corrections, and data maintenance in the specialized software regarding parking violations. Oversee Uturn 180 program.
- Accept, process, and deposit cash receipts; process refunds as appropriate. Establish and monitor payment plan agreements. Assist with bank deposits. Collect monies for fines, fees and bails; receipt and credit payments for fines, bails, parking payments, and traffic citation assessments.
- Type routine and non-routine letters, memos and other material from general instructions. Proofread, review for grammar, and edit documents as necessary. Examine documents for completeness and accuracy. May correct errors as necessary.
- Create templates, presentation materials, charts and graphics. Develop and maintain databases for tracking departmental/program information; create reports as needed. Prepare information packets for use within the department.
- Assist with documentation of court policies and procedures; keeping them up to date to accommodate changing rules, regulations, situations and process improvements. Ensure systems comply with applicable laws and codes and are efficient operating systems. Provide instruction to other staff on policies and procedures as needed.
- Perform a variety of routine administrative activities, such as photocopying, mail, faxing, filing, sorting documents, etc. Process and distribute incoming and outgoing mail. Track, order and maintain office supplies. Initiate and process work orders, purchase orders, etc., as needed.
- Compile individual files for traffic and misdemeanor complaints. Write and process timely notices to defendants for arraignments, trials and hearings; construct new case files, filing and retrieving documents as necessary.
- Maintain files and court records to ensure easy retrieval, safety and integrity of files and records, in accordance with established retention guidelines.
- Maintain positive and cooperative working relationships with City staff, other organizations, and the general public. Promote professional and courteous behavior with a creative approach to problem resolution that creates a positive workplace environment. Interact with emotional and difficult people in a professional and tactful manner.
- Develop safe work habits and contribute to the safety of self, co-workers, and the general public. Follow all safety rules and procedures for work areas.
- Assist with department needs and performs additional duties as assigned by Court Supervisor.
Competency Profile The individual in this position is expected to possess or acquire:
- Thorough knowledge and understanding of department and City programs and procedures.
- General knowledge of office practices and procedures, business English, word processing and spreadsheet software, clerical practices, research methods, report composition and preparation techniques.
- Ability to operate general office equipment.
- Ability to assemble, organize and present statistical, financial and factual information derived from a variety of original and secondary sources.
- Ability to establish and maintain effective working relationships with employees, officials and the general public.
- Ability to exercise resourcefulness, tact and perspective in developing solutions and recommending new techniques.
- Ability to use good judgment in prioritizing daily and routine responsibilities and work efficiently and effectively in a fast-paced environment which includes changing priorities and frequent interruptions.
- Ability to maintain sensitive and confidential information.
- Ability to accurately count money, make change, and balance accounts.
- Ability to deal with emotional and difficult people in a professional and tactful manner.
- Great attention to detail
Job Qualification Requirements Minimum Qualifications
- High School Diploma or General Equivalency Diploma (GED);
- Three years of general office experience;
- Or any satisfactory combination of education, experience, and training that demonstrates the knowledge, skills, and abilities to perform the above duties.
- Must be able to pass the department's security clearance standards.
- Must be LEDS certified at time of hire or obtain certification within sixty (60) days of hire.
- Public Notary certification or ability to obtain within six months of hire.
- Certification as an Oregon Association for Court Administration (OACA) Professional Court Leader or obtain within an agreed upon timeframe.
Preferred Qualifications
- Prior work experience in a municipal court setting or legal/law office.
- Spanish bilingual.
Working Conditions and Supplemental Information Mental effort - Usually, normal concentration and deadlines with occasional periods of sustained deadline pressure.
Physical effort - Minimal: While performing the duties of this position, the employee is frequently required to sit, stand, bend, kneel, stoop, communicate, reach and manipulate objects. The position requires mobility. Duties involve moving materials weighing up to 5 pounds on a regular basis such as files, books, office equipment, etc., and may infrequently require moving materials weighing up to 10 pounds. Manual dexterity and coordination are required over 50% of the work period while operating equipment such as computer keyboard, calculator, and standard office equipment.
Work environment - Everyday Risks/Discomforts: Usual office working conditions. The work area is adequately lighted, heated, and ventilated. The noise level in the work area is typical of most office environments with telephones, personal interruptions, and background noises. Frequent contact with citizens, law enforcement, judges, and other government agencies.
- High Risks/Discomforts: May encounter customers who are very angry and hostile. During court sessions, defendants may become escalated and are sometimes unpredictable.
Travel requirements Travel rarely required.
Hours required Work outside of regular hours rarely required.
SUPPLEMENTAL INFORMATION Additional Information: Final candidates will be subject to a criminal background check and reference checks as part of the contingent employment offer process. Certain positions at the City of Canby will also require a drug screen.
Within three days of hire, you will be required to complete the US Department of Homeland Security's I-9 verification process confirming authorization to work in the United States.
The City of Canby is an equal opportunity employer.
Applicants with disabilities who need a reasonable accommodation to participate in the recruitment and/or selection process should contact
The City of Canby prohibits discrimination and harassment of any kind. We are committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at the City of Canby are based on business needs, job requirements, and individual qualifications, without regard to race, color, age, religion or belief, gender, sexual orientation, ability, family or parental status, or any other status protected by state and federal law. We do not tolerate discrimination or harassment based on any of these characteristics.
Status of Your Application: City of Canby only accepts applications through our online application system at For technical assistance, please call 855-524-5627.
You will be advised by email of your status at each step in the applications process and through your applicant portal. Please note that the City of Canby communicates with all candidates via email. If you "opt out" or "unsubscribe" from email notifications from governmentjobs it will impact our ability to communicate status updates with you.
Reasonable Accommodation Statement: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. This job description is a general description of essential job functions. It is not intended as an employment contract nor is it intended to describe all responsibilities, skills, effort, or work conditions associated with the job someone in this position would perform.
Veteran's Preference Statement Applicants are eligible to use Veteran's Preference when applying. Preference will only be given if the applicant meets the minimum qualifications and any special qualifications for the position and electronically attach the required documentation at the time of application.
DOCUMENTS REQUIRED:
- MEMBER COPY 4 of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215) - OR - Letter from the US Dept. of Veterans Affairs indicating a non-service connected pension.
- Disabled Veterans must also submit a copy of their Veterans disability preference letter from the Department of Veterans Affairs.
- You can request copies of your military service record through the National Archives website at:
For information regarding Veteran's Preference qualifications, visit the following website:
SUMMARY OF BENEFITS FOR AFSCME REPRESENTED EMPLOYEES (Benefits are pro-rated for part time employees working 20-39 hours a week)
Effective July 1, 2022
Retirement : The City of Canby participates in the Public Employees Retirement System (PERS) and Oregon Public Service Retirement Plan (OPSRP). The City pays the employees share of 6% of employee's salary into the plan. The City participates in the PERS Sick Leave Provision and reports accrued/unused sick leave to PERS after the sick leave retirement benefit has been calculated (refer to Sick Leave).
Deferred Compensation : The City offers several options for participation in a 457 deferred comp plan. Participation is voluntary and contributions are made by the employee.
Vacation : Paid vacation is based on length of service (the accrual rate per pay period is the annual rate divided by the total number of pay periods). All regular employees who have been employed with the City for at least six (6) months are eligible for vacation benefits. The maximum vacation accrual limit is 280 hours.
1-3 years 80 hours annually
4-8 years 120 hours annually
9-13 years 160 hours annually
14 + years 200 hours annually
Comp Time : Employees may elect additional time off from work in lieu of payment for overtime work performed. Maximum accrual allowed is sixty (60) hours.
Longevity : Employees become eligible for longevity pay in the amount of one and a half
percent (1.5%) of the base salary after completing ten (10) years of continuous
employment with the City of Canby. Employees become eligible for longevity pay in the
amount of two percent (2%) of their base salary after completing 20 years of continuous
employment with the City.
Holidays : Employees are compensated for 12 holidays per year.
New Years Day - January 1
Dr. Martin Luther King's Birthday - 3rd Monday in January
President's Day - 3rd Monday in February
Memorial Day - Last Monday in May
Independence Day - July 4
Labor Day - 1st Monday in September
Veteran's Day - November 11
Day after Thanksgiving - 4th Friday in November
Thanksgiving - 4th Thursday in November
Christmas Eve - December 24
Christmas Day - December 25
One Personal Holiday (8 hours)
Sick Leave : Employees earn ninety six (96) hours of sick leave annually (the accrual rate per pay period is the annual rate divided by the total number of pay periods). Upon retirement under the City's retirement plan, an employee shall be compensated for fifty percent (50%) of his/her accumulated but unused sick leave. The number of hours of sick leave for which compensation is provided shall not exceed five hundred (500). Funeral Leave: In the event of a death in the employee's immediate family, employee is entitled leave of absence with pay up to three (3) working days as may be necessary. The employee's immediate family shall include the employee's spouse, ex-spouse, child(ren), step-children, parent(s), brother(s), step-brothers, sister(s), step-sisters, grandparent(s), father-in-law, mother-in-law, brother-in-law, sister-in-law, aunts, uncles and grandchildren.
Family Medical Leave : The City will allow employees to take family and medical leave in accordance with State and Federal law. An employee shall utilize all accrued paid leave in excess of sixty (60) hours prior to taking unpaid leave.
Health & Welfare : Refer to Collective Bargaining Agreement for current language regarding health insurance benefits. See rate sheet for current employee contribution amounts.
Disability Benefits :
- Workers Compensation - All employees are covered by Worker's Compensation. This type of insurance covers employees in case of on-the-job injuries or job-related illnesses.
- Life Insurance - The City provides life insurance in the amount of one and one-half (1 ½) times an employee's annual salary (maximum $150,000).
- AD&D - The City provides Accidental Death & Dismemberment insurance in the amount of one and one-half (1 ½) times an employee's annual salary (maximum $150,000).
- LTD - The City provides a program of long term disability insurance.
- Supplemental Life Options and Short Term Disability - Available for purchase by employee. City does not contribute.
Flexible Spending Account (FSA) : An FSA allows an employee to set aside a portion of earnings to pay for qualified medical or dependent care expenses. Money deducted from an employee's pay into an FSA is not subject to payroll taxes. An employee can carryover up to $500 into the next year without losing the funds. Participation in flexible spending benefit is voluntary and the City does not contribute.
AFLAC : Optional benefits are available. The City does not contribute.
01
Do you have a High School Diploma or General Equivalency Diploma (GED)?
02
Do you have at least three years of general office experience or a combination of experience and training which demonstrates the knowledge, skills and abilities to perform the duties in the job description?
03
Do you have prior work experience in a municipal court setting or legal/law office?
04
Spanish bilingual is a preferred qualification. Are you bilingual in Spanish?
05
Briefly describe your experience in a customer service role.
Required Question
Job Tags
Holiday work, Full time, Contract work, Temporary work, Part time, Work experience placement, Christmas work, New year, Immediate start, Flexible hours, Monday to Friday,