Deputy County Clerk - Courts

Job Description

Job Description

General Summary:

Under the supervision of the County Clerk/Register of Deeds, assists in performing the statutory duties of the office. Incumbents in this classification perform a combination of duties and responsibilities including some that are specific to the Clerk’s Office’s relationship and interaction with the Circuit Court, and some which are the same or equivalent to those performed by other Deputy County Clerks. Processes documents for court cases, various legal registrations, filings, and vital statistical records. Assist the public over-the-counter, through mail correspondence, and over the telephone regarding departmental matters. Represents the County Clerk/Register of Deeds in performing duties following well defined policies and procedures, as assigned.

Essential Functions:

1. Responsible for typing stricken cases in Court Journal from no-progress docket.

1. Follows through with expunging of court records when orders are entered.

1. Accepts documentation for court cases and opens cases by preparing legal files and documents. Certifies court orders, enters papers in computer, and performs related filing.

1. Types arraignment orders, sentence orders and prison papers in absence of the Chief Deputy Clerk.

1. Provides non-legal advice to the public regarding proper steps to follow, or procedures required in dealing with the Circuit Court.

1. Selects jury at trial, swears witnesses, records exhibits and clerks court.

1. Assists in preparing the master Circuit Court docket.

1. Records jurors attendance and vouchers for payment.

1. Sets hearings for the Circuit Court.

1. Receives, records and issues vital statistic records such as births, marriages and death certificates.

1. Prepares and processes various documents such as assumed name certificates, military discharges, concealed gun permits and notary bond. These responsibilities include the tasks of typing, recording, filing and issuing information by counter service, correspondence or telephone.

1. Analyzes documents presented for filing to determine necessary record checks and procedures. Notarizes and signs legal documents.

1. Receives petitions from candidates for office, accepts and files campaign financing statements and assists the County Clerk/Register of Deeds with various other election activities, as requested. Works election night.

1. Maintains various departmental records and compiles data for the preparation of required reports, i.e. County Trust and Agency Account, abstracts, etc.

1. Searches records and libers for requested data to provide a research service to the public. Prepares certified copies of documents as requested.

1. Balances cash/checks with receipts daily.

1. Files court papers in case files.

1. Prepares court papers for microfilming.

1. Performs other clerical support activities, such as typing forms, reports and correspondence, responding to defined policy questions, and maintaining records and general office files.

1. Performs other duties as required.

An employee in this position may be called upon to do any or all of the above tasks. (These examples do not include all of the tasks which the employees may be expected to perform.)