Deputy Clerk I -COC

Court Clerk

The purpose of this classification is to perform specialized customer service and administrative duties and process routine legal documents in support of an assigned court or court function. This classification is considered the entry-level position for the series.

Essential Functions

These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.

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; researches 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; conducts research into missing information; creates contact lists; records courtroom/trial dates; assigns cases to appropriate judges; documents assignments in a 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.

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 the 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.

Knowledge, Skills and Abilities

Specific License and Certification Required: Depending on the area of assignment, one may be required to possess and maintain Notary Public certification.

Specific Knowledge Skills and Abilities: Must be able to demonstrate proficiency in the performance of the essential functions and learn, comprehend, and apply all County or departmental policies, practices, and procedures necessary to function effectively in the position.

Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.

Equipment, Machinery, Tools, and Material Utilization: Requires the ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information, such as ticket logs, case files, disposition requests, legal documents, calendars, receipts, etc.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division. May include counting, recording of counts, and basic measuring.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness, and creativity in situations involving the evaluation of information against measurable or verifiable criteria.

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling objects, and material of lightweight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

Working Conditions

Work is typically performed in an office environment.

Minimum Qualifications

1. High School Diploma or GED required.
2. One (1) year of experience providing administrative or clerical support.
3. OR have a combination of education, training, and experience that is equivalent to #1 and #2 above that provides the requisite knowledge, skills, and abilities for this position.
4. Valid State of Georgia Driver's License.

Preferred

Experience in a judicial or court setting is preferred.