Clerk Support Personnel Staffing Estimation

December 13, 2025 11:42 AM
The following staffing formula was developed as a part of the Public Policy Research Institute (PPRI) at Texas A&M University's 2024 study, "The Hidden Backbone of Justice: Insights into Staffing Levels and Salaries of Court Support Personnel," commissioned by the Texas Office of Court Administration (OCA) in response to a legislative rider to assess the staffing levels and salaries of court personnel across Texas.
The study examined the perceptions of workload, hiring challenges, retention issues, and compensation disparities in Texas' district courts, statutory county courts, statutory probate courts, and OCA children's courts. Additionally, it provides data-driven recommendations to optimize staffing levels and salaries to enhance the efficiency and effectiveness of the Texas justice system. The full report detailing the findings of the study can be found here.
This formula is designed to be a tool for court administrators, managers, clerks, and judges to estimate the number of staff needed to perform the necessary administrative support tasks for their offices.
Formula Instructions:
  1. For each line item, enter data based on weekly averages.
  2. Enter the number of tasks typically performed in a week
  3. Enter number of current staff performing each task categories. Note: Does not have to be a whole number.
  4. If necessary, adjust up or down the suggested average # of hours per single task (first column) to match the time required to perform your local practices and procedures in that task category. Note: Does not have to be a whole number.
  5. Optional: If needed, add up to two additional task categories in the last lines provided for any items that take significant staff time but do not fit within the provided categories.
  6. Print to PDF the calculation results. Note: Entries and results are not retained on this website. If an error is found, re-enter the correct data to print the corrected calculation results.
  • The formula lists 15 job functions and provides example tasks for each job function. The formula allows for 2 additional job functions that may be completed for the jurisdiction or court, if needed.
  • Each job function defines what one task is equivalent to under the job function for purposes of the formula. This information is necessary to complete the remainder of the formula.
  • For each job function, we have provided a suggested number of hours it takes to complete one task per week per one staff member assigned to the job function.
    • Those completing the formula for their jurisdiction have flexibility to overwrite the suggested time per task if they have a more empirically supported amount of time to complete each task for their jurisdiction or court.
  • For each job function, the person completing the formula will need to enter the number of tasks (using the definitions provided under the job functions) in the corresponding '# of task' blanks.
    • Some tasks may be difficult to estimate on a weekly basis. We suggest looking at your number of tasks by quarter and dividing that number by 12 or number of tasks and dividing that number by 4 to estimate your number of tasks per week.
  • For offices with multiple staff with discrete roles, the person completing the form may enter the number of staff assigned to each job function in the corresponding blank in the '# of current staff' column.
    • These do not need to be 'whole' numbers and can be decimal points to represent part of full time staff equivalent.
    • Please note if you do not enter a number in this cell, it will show the office is 'understaffed' in the specific task. This should not be considered independently of the total number of staff needed to support the office as we recognize that some offices will not have staff assigned to specific roles.
  • For each job function, the formula will provide a calculation of the number of staff needed to perform the function based on the amount of time per task, number of tasks, miscellaneous time, and number of current staff.
  • The formula will also provide a total number of staff needed to support the office based on the totality of the information entered the formula.
  • Each of these estimations should be taken into consideration with the data entered and configuration of staff for the office.
  • The formula assumes a 40-hour work week for all administrative employees.
  • This formula calculates a miscellaneous time allowance of 13.75% per task to account for staff time between tasks, time spent performing other tasks which may not be covered by the specific job functions of the formula, and paid time off.
Download Methodology Explanation
 
# of hours per week per one task per 1 staff
# of tasks
  • Enter the average weekly tasks. If tasks are not performed weekly: Divide monthly averages by 4 or divide annual averages by 50 to determine the weekly average.
  • Task performed twice a month: Enter "0.5";
  • Task performed 9 times per month: Enter "2.25".
  • Task performed 8 times per year: Enter "0.16".
# of hours
Miscellaneous
# of staff to complete all tasks
# of current staff
  • 1 employee splits time equally across four task categories: Enter "0.25" for each.
  • 2 employees each spend half their time performing a single task category: Enter "1".
  • 1 part-time employee performs only one task: Enter "0.5".
# of positions to fill Calculation results shown in column are based upon data entered.
  • Results shown in green may indicate adequate or over staffing for each listed task category.
  • Results shown as negative red numbers indicate number of additional staff needed for the quantity of tasks and hours per task. [Reminder: All entries should reflect weekly averages.]
  • When one task category reflects over-staffing while another indicates under-staffing, it is may likely be an indicator of opportunity to provide cross-training for existing staff positions.
  • The column's page total is the best indicator of whether overall staffing is retained to perform the total quantity of tasks, as identified and entered in the form.
  • Calculations for number of staff does not include consideration of available paid time off.
General Customer Service
Tasks:
  1. Answer phones and greet customers as they enter the office
  2. Provide direction to the general public on the appropriate office/action to take for their need

*For this function, one task is equal to one customer served.
Vital Statistics Reporting
Tasks:
  1. Issuance of marriage licenses, verification of eligibility, and records marriage certificates
  2. Issuance of birth and death certificates
  3. Maintaining official records for the county
  4. Processing legal documents such as Acknowlegements of Paternity and court orders related to vital statistics
  5. Complete reporting and provide statistical data as requested

*For this function, one task is equal to the number of specialized dockets run by the court.
Process Passport Applications
Task:
  1. Receive and process passport applications for county residents or other applicants

*For this function, one task is equal to one passport application.
Process Case Filings
Tasks:
  1. Document issuance (including documents needed for legal action such as writs of garnishment and citations) from e-filing system
  2. Process any paper filings from pro se litigants that are filed in person
  3. Create the court file and assign the case to specific courts
  4. Add defendants/respondents to cases as needed
  5. Service of parties to the case as needed

*For this function, one task is equal to one case/customer served or new case filed.
Record Acts of Proceedings in Court and Court Case Management
Tasks:
  1. Attend court proceedings and record the actions taken
  2. Prepare any documents/orders for the courts file
  3. Perform data entry in the case management system/file to document case activities and upon the resolution of the case

*For this function, one task is equal to each time a case is touched in the case management system. This can be when cases are reset or resolved.
Jury Administration
Tasks:
  1. Coordinate the selection of jury panels, including issuing the summons
  2. Check-in jurors and swear in jurors. This may include being present for early stages of voir dire
  3. May include answering questions about jury excuses.
  4. Upon the completion of jury service, this will include the payment of the members of the jury

*For this function, one task is equal to one jury pool.
Records Management
Tasks:
  1. Scanning and compiling records, including court documents, deeds, liens and vital records
  2. Maintaining records according to the State Library Retention Guidelines
  3. Indexing, securing and maintaining the records of the courts in your jurisdiction
  4. May also include maintaining a record of livestock brands and identification methods
  5. Ensuring public access to records

*For this function, one task is equal to one record/file.
Preparing Files for Appeals
Tasks:
  1. Prepare court files for appeals based on statutory requirements
  2. Includes creating copies and indexing the files according to statute
  3. May require delivering the files to the appropriate entity

*For this function, one task is equal to one record/case.
Complete Reporting to the Office of Court Administration and Other Agencies
Tasks:
  1. Compile and submit required reports to OCA according to reporting deadlines and statutory requirements
  2. Complete CJIS reporting upon conviction
  3. May include supporting courts in completing reporting requirements

*For this function, one task is equal to the number of reports per week
Financial Officer/Financial Collections
Tasks:
  1. Collect court costs, fines, and filing fees
  2. Maintain payment agreement schedules
  3. Custodian of county funds (responsible for keeping detailed accounts and receipts)
  4. Manage funds held in litigation and money awarded to minors
  5. May also update child support information and administer child support payments

*For this function, one task is equal to one record/customer served.
Administrative Support for County Boards
Tasks:
  1. May include attending and participating in mandated boards, such as the Bail Bond Board
  2. Compile the agenda for the County Commissioners Court and/or Juvenile Board
  3. Responsible for recording the meeting minutes and distributing/posting the minutes

For this function, one task is equal to one meeting of the board.
Elections Management
Tasks:
  1. Voter registration, candidate filings, ballot preparation, etc
  2. May include participation in Elections Committees and other county groups to discuss the logisics of elections

*This is likely a seasonal task and may not have any full time or permanent staff assigned to this function. *For this function, one task is equal to one filing per election.
Office Administration
Tasks:
  1. Supervising and leading the office of the County and/or District Clerk
  2. May include general administrative duties required of county employees in managerial and/or supervisory positions
  3. May include additional duties required of county department heads

*For this function, one task is equal to the number of supervisors/managers employed within the office.
Human Resources and Training
Tasks:
  1. Hiring of new employees, which may include reviewing job postings, applications and interviews
  2. Employee training, both required and ongoing professional development
  3. Interoffice meetings
  4. Employee evaluations and discipline, as necessary

*For this function, one task is equal to the number of employees employed within the office.
Departmental Budgeting
Tasks:
  1. Prepare the annual budget for their department
  2. Attend Commissioner's Court meetings to discuss the proposed budget as needed
  3. Negotiate contracts for purchasing as needed
  4. Oversee departmental purchases as needed

*For this function, one task is equal to the number of budgets the elected official is asked to prepare.
Tasks:

Tasks:

Totals
42
0
0
0
0
0
0