DEPUTY CLERK I

Description

The purpose of this position is to perform specialized customer service and administrative duties and process routine legal documents in support of an assigned court or court function. This position is considered the entry-level position for the series. An incumbent in this position serves at the pleasure of the Judge or other appointing authority.

Examples of Duties

• Performs customer service functions by telephone, by mail, and in person; provides information and assistance regarding court activities, services, procedures, documentation, fees, case status/disposition, or other issues; reviews and accepts legal documents in accordance with court procedures and prescribed time frames; distributes forms and documentation; responds to routine questions or complaints; research problems/complaints; and initiates problem resolution.
• Performs administrative and clerical support tasks for an assigned court or court function; reviews incoming and outgoing documents for completeness and accuracy of information; processes documents for filing as required in accordance with court rules; receives orders for files and records research and retrieval; pulls and delivers requested files and records; and maintains integrity of unit record indexes and filing systems in both alpha and numeric formats.
• Assembles, processes, and/or receives case files; conducts background research; orders police reports; records victim and witness statements; conducts research into?missing information;?creates contact lists; records courtroom/trial dates; assigns cases to appropriate judges; documents assignments in shared spreadsheet; distributes file copies; and stamps/dockets new paperwork.
• Performs data entry in specialized computer applications; scans, indexes, and records court case information and/or legal documents; audits and reviews data for accuracy; and maintains accurate records and filing systems.
• Attends court hearings as needed to provide support to assigned judge; operates recording equipment and prepares hearing notes; prepares orders for the judge's signature.
• Processes various forms that may be confidential or?of a sensitive nature; processes criminal case files, civil case files, adoption case files,?property records, applications, traffic citations, or other legal records; responds to court orders, deeds, citations, and other relevant documents regarding the court system; files court records in accordance with court procedures; processes disposed cases for archiving; and provides assistance in assigned records room.
• Receives records and prepares receipts for payments of fines, fees, tickets, or other unit specific payments; performs daily counting of cash drawer; and?balances all monies transacted.
• Maintains court calendar; schedules dates and times for hearings, motions, and trials; communicates instructions regarding paperwork and court appearance/process; records case numbers; prepares calendar for publication; and reviews weekly court calendar to ensure accuracy.
• Processes a variety of documentation associated with department/division operations, within designated timeframes, and per established procedures; receives and reviews various documentation; reviews, completes, processes, forwards, or retains as appropriate; prepares or completes various forms, reports, correspondence, and other documentation; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.
• Operates a personal computer to enter, retrieve, review, or modify data, utilizing word processing, spreadsheet, database, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.
• Communicates with supervisor, other County employees, attorneys, law enforcement, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Performs other related duties as assigned.

Minimum Qualifications

Education and Experience: Requires a High School diploma or equivalent, and one (1) years of related experience providing administrative or clerical support, or equivalent combination of education and experience. Experience in a judicial or court setting is preferred. Licenses or Certifications: Must possess and maintain a valid Georgia driver's license. Depending on area of assignment, may be required to possess and maintain Georgia Crime Information Center (GCIC) certification and/or Notary Public certification. Special Requirements: None.

Knowledge, Skill, Abilities / Supplemental Information

Knowledge, Skills, and Abilities:

• Knowledge of local government operations, administrative and legal related programs, policies and plans, and modern office practices and procedures.
• Knowledge of Microsoft Word, Excel, PowerPoint, and other similar programs.
• Skill in the use of computers and software applications related to the essential functions of the job.
• Skill in effective communication, both verbally and in writing.
• Ability to meet and deal with employees and the public in an effective and courteous manner.
• Ability to get along with others, and work effectively with the public and co-workers.
• Ability to work flexible hours as needed.
• Ability to multi-task and work within deadlines.
• Ability to deal with confidential and sensitive matters.
• Ability to work with and process payments for accounts within the budget and department.
• Ability to use computers for data entry, word processing, and other relevant purposes.
• Ability to operate a copying machine.

PHYSICAL DEMANDS The work is sedentary work which requires exerting up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Requires mental acuity including the ability to make rational decisions through sound logic and deductive processes, the ability to express ideas by means of the spoken word and have close visual acuity. WORK ENVIRONMENT Work is performed in a relatively safe, and secure work environment. Henry 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 to perform the primary job functions described in this job description. Henry County encourages both prospective and current employees to discuss potential accommodations with the employer. Henry County will comply with all applicable federal regulations and Henry County's insurance requirements governing workplace anti-drug and alcohol programs. Henry County employees shall be subject to the provisions of the Drug-Free Workplace Act of 1988.