Case Clerk

Department:                                Prosecuting Attorney

Position Control Number:          0416-071

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:                            October 9, 2025                            

Closing Date:                             October 15, 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 management’s 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 Attorney’s 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.

     * 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 Court’s Office.

     * Receives case number from the Circuit Clerk’s 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 judge’s signature and files with the Circuit Clerk’s 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 defendant’s 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 Governor’s 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 Prosecutor’s 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 Prosecutor’s Offices.

     * Distributes mail to appropriate offices within the Prosecutor’s 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.