Cost Collection & Traffic Clerk

Job Identification:

Position Summary:

The Cost Collection and Traffic Clerk is responsible for accurate and timely processing, maintenance, collection, and reconciliation of traffic-related court records, citations, fines, court costs, fees, restitution, and other associated payments. This position serves as a key point of contact for individuals with traffic-related court matters and works closely with law enforcement, court personnel, attorneys, defendants, and the public to ensure traffic cases and financial transactions are processed in accordance with applicable laws, court rules, policies, and established procedures.

The Cost Collection and Traffic Clerk is also responsible for maintaining accurate case and financial records, processing payments and related documentation, responding to inquiries, and assisting with administrative functions of the court office. This position provides cross-coverage for the Deputy Court Clerk and Court Clerk when those employees are unavailable, during high-volume periods, or when additional court office support is needed.

The position requires a high degree of accuracy, confidentiality, professionalism, organization, sound judgment, and attention to detail. The employee must be able to work independently, prioritize multiple responsibilities, meet established deadlines, and maintain effective working relationships with the public, court personnel, law enforcement, attorneys, and other agencies.

Essential Job Functions:

• Receive, review, process, enter, and maintain traffic citations and related court records.
• Review citations and other case documents for completeness, accuracy, and required information and ensure cases are properly entered into the court's case management system.
• Maintain accurate records of traffic cases, court dates, dispositions, warrants, payments, balances, and other case-related information.
• Collect fines, court costs, fees, restitution, and other authorized payments associated with traffic and court cases.
• Process cash, credit/debit cards, electronic payments, and other authorized forms of payment in accordance with established financial and cash-handling procedures.
• Issue receipts and maintain accurate payment and transaction records.
• Balance daily collections and maintain accurate accounting, reconciliation, and deposit records.
• Prepare deposits and related financial documentation in accordance with established procedures.
• Prepare and maintain reports, correspondence, notices, receipts, payment records, and other documents related to traffic cases and collections.
• Process dismissals, amendments, pleas, dispositions, extensions, payment arrangements, and other traffic-related documentation as authorized by the court.
• Monitor outstanding traffic cases, unpaid fines and costs, payment arrangements, and other required follow-up actions.
• Respond to inquiries from defendants, attorneys, law enforcement personnel, and members of the public regarding traffic citations, fines, court costs, payment options, balances, court dates, and general court procedures.
• Provide information regarding established court requirements and procedures while maintaining appropriate boundaries and refraining from providing unauthorized legal advice.
• Communicate and coordinate with law enforcement agencies regarding traffic citations, case information, and related documentation.
• File, scan, index, organize, maintain, and retrieve court records and documents in accordance with applicable filing and records-retention requirements.
• Maintain the confidentiality and security of court records, financial information, personal information, and other sensitive information.
• Operate court case-management systems, payment systems, computers, standard office software, and other office equipment necessary to perform assigned duties.
• Serve as backup coverage for the Deputy Court Clerk and Court Clerk during absences, leave, high-volume periods, or other times when additional court office support is needed.
• Perform duties normally assigned to the Deputy Court Clerk or Court Clerk, as trained and authorized, including assisting with court calendars, case processing, filings, records, correspondence, payments, and customer service.
• Assist in maintaining an orderly, professional, efficient, and customer-focused court office.
• Follow applicable laws, court rules, financial procedures, office policies, record-retention requirements, and established administrative procedures.
• Refrain from providing legal advice or recommending legal representation.
• Perform other related duties as assigned by the Court Clerk, Court Administrator, Judge, or other authorized supervisor.

Non-essential Job Functions:

• Attend meetings, seminars, workshops, and training sessions as required to support professional development and program objectives.
• Attend meetings as necessary to support court operations.
• Assist with special projects.
• Performs other related duties as assigned.

Qualifications

Job Specifications:

Knowledge, Skills, and Abilities:

• Knowledge of general office practices, recordkeeping, filing, and cash-handling procedures.
• Knowledge of basic accounting principles and financial reconciliation procedures.
• Knowledge of court procedures, traffic case processing, or the ability to learn applicable laws, rules, and procedures.
• Ability to accurately process and maintain confidential court, case, and financial records.
• Strong attention to detail and ability to identify errors, discrepancies, or missing information.
• Ability to accurately receive, record, reconcile, and account for money and other authorized payments.
• Excellent verbal and written communication skills.
• Strong customer service skills and the ability to communicate professionally with defendants, attorneys, law enforcement, judges, court personnel, and members of the public.
• Ability to remain calm, courteous, and professional when dealing with difficult, upset, or frustrated individuals.
• Ability to explain established court procedures and payment requirements clearly and professionally without providing unauthorized legal advice.
• Ability to understand and follow applicable laws, court rules, policies, procedures, and established office practices.
• Ability to prioritize work, meet deadlines, and effectively manage multiple responsibilities.
• Ability to maintain accurate records and handle confidential and sensitive information appropriately.
• Ability to operate computers, court case-management systems, payment systems, office equipment, and standard office software.
• Ability to learn and adapt to changes in court procedures, technology, and applicable requirements.
• Ability to exercise sound judgment and maintain appropriate confidentiality.
• Ability to work independently with minimal supervision and effectively as part of a team.
• Ability and willingness to cross-train and perform the essential functions of other court clerk positions when needed.
• Ability to establish and maintain effective working relationships with coworkers, supervisors, court officials, law enforcement, attorneys, and the public.
• Ability to operate standard office equipment, computers, payment equipment, and other technology used in the performance of assigned duties.
• Ability to maintain regular attendance and punctuality.
• Ability to work scheduled court and office hours and provide coverage when other court personnel are absent.
• Ability to work effectively in an office environment with frequent interaction with the public, court personnel, law enforcement, attorneys, and other agencies.
• Ability to maintain composure and professionalism in situations involving conflict, complaints, or emotionally distressed individuals.
• Must meet all applicable county and court employment requirements.
• Must successfully pass a tribal background investigation and drug screening.
• Must maintain a valid driver’s license in good standing and qualify under the Quapaw Nation Motor Vehicle Policy.

Education:

• High school diploma or equivalent is required.

Experience:

• Previous clerical, administrative, customer service, financial, legal, or court-related experience is preferred.
• Previous experience handling money, maintaining records, processing payments, or working directly with the public is preferred.
• Experience with computers and standard office software is required or the demonstrated ability to learn applicable systems.

Physical Abilities:

• Ability to sit or stand for extended periods and perform tasks that require reaching above shoulder level.
• Ability to push, pull, squat, kneel, bend, and safely lift and carry up to 10 pounds.
• Visual acuity sufficient to perform essential job functions, with or without reasonable accommodation.
• Ability to travel occasionally for meetings, training, seminars, or professional development opportunities.

Professional Requirements:

The Cost Collection and Traffic Clerk may have access to confidential court records, financial information, personal information, and other sensitive data. The employee is responsible for protecting such information and using it only for authorized business purposes.

The employee is expected to maintain professional conduct at all times, exercise sound judgment, follow established court procedures, and perform assigned duties in a fair, impartial, courteous, and professional manner. The employee must not provide legal advice or make representations regarding the outcome of a case and must refer legal questions to the appropriate judicial or legal authority.

Working Conditions:

• Work is performed primarily in an office environment with minimal exposure to adverse disagreeable conditions.
• Must maintain professionalism, confidentiality, and cultural sensitivity while working in a diverse environment.
• Occasional in-state and out-of-state travel may be required.

Disclaimers:

This job description encompasses and describes most but not all tasks and responsibilities of the job. The management reserves the right to change the nature of the job and the job description with or without prior warning, as well as to give special consideration to circumstances related to the essential job functions on a case-by-case basis. The incumbent may be required by the management to perform other duties as assigned.

This job description does not constitute a contract for employment and may be changed at the discretion of the employer.PLEASE NOTE:Hiring preference in the following order will be provided to qualified members of the Quapaw Nation followed by spouse and caregivers of Quapaw Nation members and then other federally recognized Nations and then Veterans.The Quapaw Nation requires a designated candidate to successfully complete a pre-employment drug screen, criminal background check and confirmation of professional references.

*The Quapaw Nation will not observe a medical marijuana card for any position deemed safety sensitive in accordance with the Oklahoma Medical Marijuana and Patient Protection Act (Unity Bill).