Case Clerk (Administrative)

Department: Prosecuting Attorney
Position Control Number: 0416-060
FLSA Status: Non-Exempt, position is eligible for overtime
Safety Sensitive Designation: This position is not designated as safety-sensitive.
Random Drug/Alcohol Test: No
Opening Date: June 11, 2025
Closing Date: June 17, 2025 at 11:59 PM

This job description should not be interpreted as all-inclusive. It is intended to identify the essential functions and minimum qualifications of this job. The incumbent(s) may be required to perform job-related responsibilities and tasks other than those stated in this job description. Nothing in this job description restricts managements right to assign or reassign job-related responsibilities and tasks to this job at any time. Certain functions are understood to be essential; these include, but are not limited to, attendance, getting along with others, working a full shift, and dealing with and working under stress. Any essential function of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant only to the extent medically and reasonably feasible.

An Equal Opportunity Employer

JOB SUMMARY:Responsible for the establishment and maintenance of all case files processed within the Prosecuting Attorneys Office; prepares and files all legal documents necessary for case prosecution.

ESSENTIAL JOB FUNCTIONS:
Initiates case files for cases received from originating agencies; ensures all supporting documents are included; enters all case data into computer systems; prints labels and defendant cards for each case file. Orders any documents missing from a case from the appropriate agency; obtains prior criminal history from ACIC/NCIC computer. Assigns case to an appropriate division based on the type of crime such as drug, domestic violence, or gang-related; forwards to attorney to obtain file decision. Prints out witness lists for the assigned attorney. Maintains an index card file on all case files indicating the status of the case. Prepares felony information by writing charge as indicated by the Deputy Prosecuting Attorney; inputs charge into the computer. Files felony charge information sheet with the Circuit Courts Office. Receives case number from the Circuit Clerks Office; records number in the computer and/or manual records. Prepares jury instructions and verdict sheets as specified by state law for charges indicated by the attorney. Maintains records of all cases in pending case files, closed case files, or files checked out to Deputy Prosecuting Attorneys. Receives weekly court dockets; pulls all needed case files for review by Deputy Prosecuting Attorneys. Prepares PEN orders to bring prisoners from the penitentiary, other jails, or youth correction facilities for court appearances as defendants or witnesses; obtains judges signature and files with the Circuit Clerks Office. Prepares subpoenas, motions, responses to motions, judgments, orders, writs, etc. as requested by attorneys; obtains appropriate signature and files with the courts. Provides copies of all motions filed with the court to the defendants attorneys. Receives case files from attorneys showing case dispositions; prepares judgments, commitments, and amendments for case disposition such as probation, suspended imposition, acquittal by mental disease, etc. reflecting exact instructions of the court. Inputs case disposition into computer; closes case files. Prepares extradition papers as requested by Deputy Prosecuting Attorneys; sends to Governors Office for signature. Pulls files and cards upon receipt of Motions for Expungement. Answers questions concerning case status and court times for witnesses, defendants, and attorneys; ensures the confidentiality of all juvenile records and other records as required. Assists the public with completion of complaint forms; answers questions concerning processes involved with filing a complaint through the Prosecutors Office. Maintains computerized records of complaints filed and actions taken. Collects payment for hot checks as a backup for the Hot Check Administrator. Answers and directs phone calls; greets visitors to the Prosecutors Offices. Distributes mail to appropriate offices within the Prosecutors Office. Makes travel reservations and arrangements for victims and witnesses. Types, transcripts, and other documents by use of a transcription machine as needed.

SECONDARY DUTIES AND RESPONSIBILITIES:
Performs other related duties as required.

PERSONNEL SUPERVISED: None

WORKING CONDITIONS:Work is performed in a smoking-restricted office environment.

MINIMUM QUALIFICATIONS:
REQUIRED SKILLS, KNOWLEDGE, AND ABILITIES:

Considerable knowledge of office practices, procedures, equipment, and terminology.Considerable knowledge of legal terminology.Considerable knowledge of the court system and legal processes.Good knowledge of grammatical construction and spelling.Good knowledge of filing and recordkeeping systems.Some knowledge of basic mathematics.Ability to read and interpret state and Federal law.Ability to establish and maintain detailed recordkeeping systems.Ability to communicate clearly and effectively both orally and in writing with fellow employees, court personnel, law enforcement agencies, attorneys, and the general public.Ability to handle confidential material in a reliable manner.Ability to attend work regularly and reliably.Skill in the operation of a computer terminal.Considerable skill with word processing.

PHYSICAL REQUIREMENTS:

Ability to hear and speak sufficiently to communicate information individually and to groups.Digital dexterity is needed for the operation of a computer keyboard and calculator.Visual acuity is needed to observe work performance and the use of a computer monitor.Ability to travel to various locations within Pulaski County work sites.

EDUCATION AND EXPERIENCE:
Completion of high school or equivalent with advanced secretarial training including word processing; some experience in clerical recordkeeping, legal secretarial, or a related area; or any equivalent combination of experience and training which provides the required skills, knowledge, and abilities.