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Civil Process Clerk

St. Charles County
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CIVIL PROCESS CLERK

SHERIFF’S DEPARTMENT

 

Starting Salary:          $37,440.37 per year     

 

This is a full-time position which includes a full range of benefits, including Paid Time Off, Extended Medical Leave, Holidays, Employee Health, Dental, Life, Disability, Retirement, and Tuition Assistance programs.

 

JOB OVERVIEW:  The purpose of this position is to process various forms of legal documents; provide assistance to the general public, legal community and courts as needed; and perform data validation and entry of cases, determine fees to be charged, and complete Sheriff returns for court files. This position acts under the supervision of the Senior Clerical Supervisor.

RESPONSIBILITIES:

  • Uses a high level of understanding of legal terminology to process a high volume of court documents with varying service timelines and service requirements in accordance with the Missouri Supreme Court Rules and the Missouri Statutes.

 

  • Utilizes the County Assessor’s site, USPS site, and Secretary of State’s site for address, business, and party verification, obtaining phone numbers to support successful service by the Deputy.

 

  • Utilizes online Argis GIS map to Zone all service papers for entry into the computer database (CentralSquare).

 

  • Verifies, updates, and enters a high volume of court papers into the computer database (CentralSquare), consisting of affidavits, body attachments, civil and criminal summons and subpoenas, dissolutions of marriage, Ex-partes, garnishments, judgment debtor exams, juvenile summons and subpoenas, landlord summons, motions to modify, notices, show cause orders, probate hearings, protection orders, small claims, unlawful detainers, mental health orders, writs and other various legal documents for local, out of County and out of state court cases.

 

  • Open, sort, distribute, and process mail, verifying service address is within our legal jurisdiction and appropriate service fees are enclosed, returning mail improperly or missing items. Or where service timelines expired.

 

  • Sorts court papers by court date to prioritize processing and ensure timelines and service guidelines are met.

 

  • Reviews, sorts, and files original court documents into service files pending completion of service.

 

  • Reviews deputies’ returns of service, ensuring completion and proper service in accordance with Missouri Supreme Court Rules and Missouri Statutes, seeking completion, clarification, or corrections as needed.

 

  • Prepares service cover sheets for deputies on all court cases, calculating the service fees assessed and determining and logging the service expiration date.
  • Verifies, scans, and attaches original Court documents with generated and prepared Service Returns into the computer database (CentralSquare), accessing the Missouri Courts online e-filing system (MO Casenet) to e-File returns of service for all Missouri Courts and mails completed documents, as required or necessary.

 

  • Prepares affidavits of foreign service, memos and billing statements as required, scanning and attaching the documentation into the computer database system (CentralSquare).

 

  • Communicates with courts, attorneys, legal staff, plaintiffs, defendants, law enforcement, and persons as necessary.

 

  • Assists the general public, legal community, and customers via phone, email, or in person regarding service fees, status of service, and other general questions and inquiries, providing procedural information when necessary.

 

  • Maintains a secure work area, ensures visitors sign in/out of the Visitor Log, and are escorted throughout the office in accordance with department policy.

 

  • Maintains Customer log at the lobby window, documenting all assistance, deliveries, service paper pick-ups, and drop-offs.

 

  • Assists the department Account Clerk as a second-party check, verifying the weekly Civil Process petty cash count.

 

  • Performs inquiries and enters and validates all information in the Missouri Uniform Law Enforcement System (MULES) and the Regional Justice Information Service (REJIS).

 

  • Receives and verifies all Ex parte, Child Orders of Protection, Full Orders of Protection, and Notice of Hearings in the MULES, REJIS, and NCIC systems; enters all protection orders received for service from various courts and law enforcement agencies according to Missouri state law.

 

  • Modifies MULES/REJIS/NCIC entries.

 

  • Enters high volume of data pertaining to inquiry results.

 

  • Tracks and logs all Ex parte/Protection Order transactions on an Excel spreadsheet, ensuring completion/compliance.

 

  • Uses Adobe Pro to consolidate all transactions into one "packed" electronic record.

 

  • Attends meetings and training sessions as required.

 

  • Performs other duties as assigned. 

 

 

 

REQUIREMENTS: 

  • Education
    • General/technical high school diploma or GED equivalent

 

  • Certifications
    • MULES/REJIS certified (can be obtained after hire).

 

  • Job Experience.
    • 1-2 years of experience in data entry, word processing, and typing.

 

  • Knowledge, Skills, and Abilities
    • Training and/or experience in basic office practices. Knowledge/skills in assisting the public. Previous clerical experience in a law enforcement setting is preferred.
    • Knowledge of legal papers and associated terminology.
    • Proficiency in Microsoft Word, Excel, and Adobe Pro.
    • Will provide training and certifications in WaitWell, MULES, REJIS, and Central Square RMS and JMS software applications.
    • Position is not eligible to Telecommute. 

 

  • Employment is contingent on successfully completing a full criminal background check.

 

  • Requires successful completion of computerized clerical skills testing as follows:
    • Data Entry 
    • Microsoft Outlook
    • Customer Service 
  • Please call Human Resources at 636-949-7320 to schedule your testing appointment.

 

**If you completed clerical testing prior to 8/13/25, please note that our clerical testing has changed, and you may be required to retest. Please contact Human Resources at 636-949-7320 for more information.**

 

TO APPLY: All applications must be submitted through our Self-Service Website at http://hr.sccmo.org/hr. 

 

Applications will be accepted on a continuing basis until the position is filled or a sufficient number of qualified candidates have applied.

 

St. Charles County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. St. Charles County is a drug and alcohol-free workplace. A pre-employment drug screen is required for all positions. Employment is contingent on successfully passing all appropriate background checks.