Full Time Chief Court Clerk

Position Summary

The Town of Sullivan is currently seeking a full time Chief Court Clerk to work in their Chittenango, NY based town office. The Chief Court Clerk serves as the principal administrative officer of the Town Court and is responsible for the overall management of court operations. This position oversees case processing, financial administration, records management, staff supervision, and compliance with New York State Unified Court System (UCS) rules and reporting requirements. The Chief Court Clerk works closely with the Town Justice(s) to ensure the efficient, accurate, and lawful operation of the Town Court.

Essential Duties and Responsibilities

Court Administration & Leadership

• Manage and oversee daily administrative operations of the Town Court.
• Coordinate court calendars, case flow, and courtroom logistics.
• Serve as the primary liaison between the Town Court, Town Board, UCS, Madison County agencies, law enforcement, and other stakeholders.
• Supervise, train, and evaluate court clerks, as applicable.
• Develop and maintain court office procedures and internal controls.

Case Management & Court Operations

• Oversee and perform processing of criminal, traffic, civil, and small claims cases.
• Ensure accurate and timely entry of case data into the Unified Court Management System (UCMS).
• Prepare, review, and issue court documents including summonses, subpoenas, warrants, and court orders as directed by the Town Justice(s).
• Provide direct clerical support to the Town Justice(s) during court sessions.

Financial Administration

• Oversee the collection, receipting, recording, and disbursement of fines, fees, bail, and surcharges.
• Ensure timely and accurate transmission of funds to the Justice Court Fund, DMV, Madison County, and other required agencies.
• Prepare, review, and submit monthly, annual, and audit-related financial reports.
• Maintain financial records in compliance with UCS requirements and Office of the State Comptroller audit standards.

Records Management & Compliance

• Ensure proper maintenance, security, and retention of court records in accordance with New York State law and UCS policies.
• Oversee responses to public record requests, subpoenas, and audits.
• Ensure compliance with all UCS rules, policies, reporting deadlines, and confidentiality requirements.

Public Interaction & Professional Conduct

• Serve as a primary point of contact for the public, attorneys, and law enforcement agencies.
• Provide procedural information to the public without providing legal advice.
• Address complex or sensitive inquiries related to court operations with professionalism and discretion.

Training & Professional Development

• Complete and maintain required UCS Chief Court Clerk and justice court training certifications.
• Ensure ongoing training and compliance education for court staff.
• Stay current on changes in laws, court procedures, and UCS requirements.

Requirements

Minimum Qualifications

• High school diploma or equivalent.
• Significant clerical, administrative, or court-related experience.
• Demonstrated experience handling financial transactions and maintaining detailed records.
• Proficiency with office software and court management systems.

Preferred Qualifications

• Prior experience as a Chief Court Clerk, Court Clerk, or in a supervisory administrative role.
• Experience working in a town or village justice court.
• Familiarity with UCMS and Justice Court Fund reporting.
• Completion of NYS Unified Court System Chief Court Clerk or Justice Court Clerk training.

Knowledge, Skills, and Abilities

• Thorough knowledge of justice court operations, procedures, and legal terminology.
• Strong leadership, organizational, and problem-solving skills.
• Ability to interpret and apply UCS policies, state laws, and regulatory requirements.
• Ability to handle confidential and sensitive information with discretion.
• Strong communication and customer service skills.
• Ability to work independently and manage competing priorities.

Work Schedule & Environment

• Full-time position with regular office hours.
• Attendance at scheduled evening court sessions is required.
• Work is performed in an office and courtroom setting and involves routine use of office equipment.

Benefits

Compensation & Benefits

• Salary range: [$65,000 – $70,000], commensurate with experience.

• Comprehensive benefits package, which include NYS retirement system, deferred compensation, health insurance, health and dental insurance, paid time off, and holidays, subject to Town eligibility requirements.

Equal Opportunity Employer

The Town of Sullivan is an Equal Opportunity Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, age, national origin, disability, or any other protected status.