Traffic Processing Clerk

GENERAL DESCRIPTION OF POSITION

The traffic processing clerk is responsible for providing administrative and clerical support in the processing of traffic‑related court cases. This role ensures accurate case recordkeeping, proper routing of citations, and compliance with statutory and procedural requirements across a variety of case types, including traffic infractions, non-criminal infractions, county ordinances and municipal ordinances. The clerk performs a range of case management, data entry, courtroom support, and customer service functions to support the efficient operation of the traffic department.

ESSENTIAL JOB FUNCTIONS

The tasks listed below represent essential job functions and exclude the marginal functions of the position that are incidental to the performance of essential job duties. The Clerk may assign additional responsibilities related to the area of work as necessary or during a declared emergency.

• Review, process, and maintain traffic‑related case filings, including traffic infractions, non-criminal infractions, county ordinances and municipal ordinances.
• Establish new cases, verify citation information for completeness and accuracy, and enter case data into the case management system.
• Review citations, affidavits, and related filings to ensure proper entry, routing, and follow‑up in accordance with statutory and procedural requirements.
• Monitor case activity, deadlines, and required actions, generate notices, and ensure timely processing of hearings, suspensions, late fees, and other case‑related documents.
• Provide procedural information, case status updates, and payment or compliance guidance to the public, attorneys, and partnering agencies while maintaining confidentiality and neutrality.
• Process payments, affidavits of compliance, driver improvement school elections, and other case‑related submissions in accordance with Florida Statutes and Clerk policies.
• Attend and provide administrative support during traffic court hearings, including preparing case files, retrieving case information, and assisting judicial officers as needed.
• Maintain accurate and organized electronic and physical case files, ensuring all documents are properly scanned, indexed, and recorded.
• Coordinate with law enforcement agencies, including FWC, local law enforcement, and municipalities to resolve citation discrepancies or obtain missing documentation.
• Prepare and distribute reports, case summaries, and statistical information as required by the court or supervisory staff.
• Respond to inquiries in person, by phone, and electronically, providing clear, professional, and customer‑focused service.
• Perform data entry, scanning, indexing, and quality‑control checks to ensure accuracy of information entered into the case management system.
• Maintain current knowledge of statutes, rules, and administrative orders governing department related processing.

QUALIFICATIONS

Verifiable, related work experience may be substituted in lieu of postsecondary educational requirements if a candidate is otherwise qualified for the position. Related work experience may not substitute for any required licensure, certification, or registration required for the position. Substitution of postsecondary educational requirements is authorized as follows:

• Graduation from high school or possession of an accredited equivalency diploma.
• One (1) year of clerical or administrative experience required, preferably in a legal or governmental setting. Two (2) years preferred.

ESSENTIAL SKILLS AND ABILITIES

• Exceptional ability to manage, track, and maintain accurate case files and related materials.
• Effective communication skills in English, both orally and in writing, with a strong command of business English, spelling, grammar, punctuation, and legible penmanship.
• High level of professionalism, ethical standards and discretion in handling confidential and sensitive information in compliance with state and federal regulations.
• Strong problem-solving and analytical skills to resolve issues and find solutions using available resources.
• Strong multitasking, prioritization, and time-management skills to meet deadlines in a fast-paced environment.
• Collaborative team player with strong interpersonal skills to build and maintain effective working relationships with the Clerk & Comptroller, Administration, vendors, stakeholders and staff.
• Ability to work independently with minimal supervision while managing workload efficiently and adapting to changing priorities.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software tools and computer applications.
• Excellent attention to detail and accuracy in handling records and documentation.
• Flexibility to adapt to changing priorities and handle unexpected tasks efficiently.
• Ability to work effectively in a team environment, collaborate across departments, and engage in multiple initiatives simultaneously.
• Ability to comprehend and comply with state and federal regulations regarding confidential and sensitive data, retention requirements, and public records laws, including Clerk & Comptroller's restrictions on legal advice.
• Ability to provide training, guidance, and support to colleagues as needed.
• Excellent customer service skills to handle inquiries, resolve complaints, and provide a positive experience for the public and stakeholders.
• Commitment to organizational vision, mission, and values, with the drive and energy to take on higher levels of responsibility.

PHYSICAL REQUIREMENTS

• Stationary Position: Ability to sit or stand for extended periods, especially during meetings and desk work.
• Mobility: Capability to move around the office, attend meetings in different locations, and travel as required.
• Manual Dexterity: Use hands and fingers to handle paperwork, operate a computer, office equipment, and other necessary tools.
• Climbing or Stooping: Occasional bending, reaching, and kneeling for filing and organizing documents.
• Visual and Auditory Skills: Adequate vision and hearing to read documents, view computer screens, and communicate effectively in person and via various communication platforms.
• Communication: Speak clearly and effectively, both in person and over the phone, to communicate with team members, stakeholders, and partners.
• Lifting and Carrying: Occasionally lift and carry materials, documents, or equipment weighing up to 25 pounds.
• Cognitive and Emotional Skills: Maintain focus, attention to detail, and emotional composure, particularly in high-pressure situations.
• Repetitive Motions: Regular typing and data entry can involve repetitive hand and wrist movements.

Federal and state laws require an employer to attest in writing that all deputy clerks are legally authorized
to work in the United States. The Clerk is required to comply with E-Verify and Department of Revenue
reporting requirements. Deputy clerks are required to complete an I-9 form and produce documents
establishing both employment authorization and identity. The list of acceptable documents can be located
at https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents - https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents.

The Clerk utilizes the Florida Department of Law Enforcement (FDLE) FCIC/NCIC network and other
resources to conduct background checks on applicants selected as potential new hires. Deputy clerks
are required to submit verification of identity and undergo LiveScan fingerprinting prior to their first day of
employment. Fingerprints will be submitted to National Rap Back and are retained at FDLE and the
Federal Bureau of Investigations (FBI) for the purpose of providing notice of any subsequent
modifications to a deputy clerk's criminal history records. Fingerprints are retained for the duration of the
deputy clerk's employment. The Clerk will no longer have access to records upon separation of
employment.

Deputy clerks are required to report any incident involving an arrest or notice to appear for any criminal
charge against themselves as soon as practically possible. Employability and continued employment of
a deputy clerk who has a criminal record is decided on a case-by-case basis. Per the FBI's CJIS Security
Policy (Section 5.12.1) and the FDLE Criminal Justice User Agreement (Section III), agencies are
required to properly vet individuals prior to granting access to unencrypted CJI or to physically secure
areas where CJI is handled, processed, or stored. Records are subject to CJIS Access Review by FDLE.

The Clerk of the Circuit Court and Comptroller's office (Clerk) is a Drug-Free Workplace. This policy is
established pursuant to the drug-free workplace program under Fla. Stat. §440.101-102. During the
course of employment, all deputy clerks may be required to submit to a drug test(s) to detect the presence
or absence of any drug, including alcohol, or its metabolites which, by way of this policy, are prohibited.
The reasons for tests conducted include, reasonable suspicion, follow-up testing, post-injury/accident
testing, and negative dilute retests.