Deputy Court Clerk

Job Description

Job Description

CITY OF JONESBORO, GA

POSITION TITLE: DEPUTY COURT CLERK 

EXEMPT STATUS: NON-EXEMPT

SALARY: $56,160.00

POSITION SUMMARY:

Under the direction of the Municipal Court Administrator, the Deputy Municipal Court Clerk performs a variety of administrative, clerical, financial and legal support functions essential to the efficient operation of the Municipal Court. Responsibilities include providing exceptional customer service; processing court cases and legal documents; maintaining court records; coordinating court calendars; collecting and reconciling court payments; supporting courtroom operations and ensuring the accurate maintenance of case information in compliance with applicable laws, court rules, and departmental policies. This position serves as a liaison between the Court, judicial officers, attorneys, law enforcement agencies, and the public and does not exercise supervisory responsibilities.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The following duties are representative of the responsibilities performed by the Deputy Municipal Court Clerk and are not limited to being all-inclusive:

• Provide exceptional customer service to the public, defendants, attorneys, law enforcement agencies, judicial officers, and other stakeholders by telephone, email, and in person, responding to inquiries and providing procedural information consistent with court policies.
• Schedule, coordinate, and maintain the Municipal Court calendar, including arraignments hearings, motions, trials, and first appearances, probation revocation hearings, and other court proceedings.
• Prepare and organize court calendars, case files, pleadings, exhibits, and supporting documentation for court proceedings.
• Attend court proceedings and provide courtroom support by recording pleas, entering dispositions, sentences, fines, probation conditions, continuances, and other judicial actions into the court case management system.
• Import, process, review, and maintain citations, accusations, court orders, motions, affidavits, conflict letters, appeals, resets, continuances, and other legal filings.
• Draft and process court orders, legal documents, and related documents for review and signature by the Judge or Clerk of Court.
• Utilize the court case management system to enter criminal history, update, track, and maintain accurate case information throughout the lifecycle of each case.
• Conduct criminal history and driver’s license status, insurance, and prior criminal history.
• Process, receive, and accurately account for fines, fees, restitution, bonds, and other court payments; issue receipts; reconcile daily cash drawers; balance daily court deposits; reconcile jail funds and bond transactions and maintain accurate financial records.
• Maintain bond records and reconcile daily bond activity received from law enforcement agencies.
• Prepare and conduct virtual inmate first appearance hearings and maintain all related documentation and scheduling.
• Schedule non-jury trials, and authorized continuances in accordance with court procedures.
• Monitor motions, filings, conflict notices, and other case activity to ensure timely processing and compliance with statutory deadlines.
• Prepare cases for transfer or bind-over to State Court or Superior Court and update all applicable court and GCIC records.
• Prepare certified court dispositions, perform record searches, and provide certified copies of court records in accordance with Georgia law.
• Monitor and maintain court-appointed translator and attorney appointment lists.
• Receive, process, distribute, and maintain incoming and outgoing mail and other official court correspondence.
• Maintain both electronic and physical court files in accordance with applicable retention requirements.
• Support office operations by maintaining accurate records, filing documents, responding to public records requests as appropriate, and performing general administrative duties.
• Perform other duties as assigned in support of the efficient and effective operation of the Municipal Court. 
• May be required to attend training, workshops, and seminars.

MINIMUM QUALIFICATIONS:

• High School Diploma or GED equivalent required. Supplemented by vocational or technical training in a legal or court related field.
• Preferred associate’s degree and two (2) years of experience in administrative or court operations. 
• Ability to obtain GCIC Security & Awareness Certification within 30 days of employment and acquire knowledge and understanding of entering Computerized Criminal History (CCH) dispositions electronically.
• Must possess a satisfactory criminal history and meet all requirements for secure access to law enforcement databases.
• An equivalent combination of education and experience may be acceptable.

PREFERRED QUALIFICATIONS:

• Associate’s degree in paralegal studies. Criminal Justice, Public Administration, or a closely related field.
• Bilingual fluency in English and Spanish is highly desirable and considered a strong asset in serving the community.

NOTE:  Must be available to work a full-time schedule (40 hours per week), including court sessions as scheduled. May work an adjusted schedule for assisting with events occurring after 5:00 PM such as meetings or planned events.

ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS 

PHYSICAL REQUIREMENTS:  Must be physically able to operate a variety of automated office machines, which may include a computer, printer, typewriter, facsimile machine, copier, calculator, or telephone. Must be able to use body members to work, move or carry objects or materials. Must be able to exert up to twenty pounds of force occasionally, and/or up to ten pounds frequently. Physical demand requirements are at levels of those for sedentary work. Must be able to lift and/or carry weights of twenty to forty pounds. 

DATA CONCEPTION:  Requires the ability to compare and or judge the readily observable functional, structural, or compositional characteristics (whether like or divergent from obvious standards) of data, people, or things. 

INTERPERSONAL COMMUNICATION:  Requires the ability to speak and/or signaling people to convey or exchange information. Includes giving assignments and/or directions to co-workers or assistants. 

LANGUAGE ABILITY:  Requires the ability to read a variety of informational documentation, directions, instructions, and methods and procedures. Requires the ability to write reports and essays with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice. 

INTELLIGENCE:  Requires the ability to learn and understand relatively complex principles and techniques, to make independent judgments in absence of supervision, and to acquire knowledge of topics related to primary occupation. 

VERBAL APTITUDE:  Requires the ability to record and deliver information, to explain procedures, and to follow verbal and written instructions. 

NUMERICAL APTITUDE:  Requires the ability to utilize mathematical formulas, add and subtract totals, multiply and divide, determine percentages, and determine time and weight. 

FORM/SPATIAL APTITUDE:  Requires the ability to inspect items for proper length, width, and shape, visually with office equipment and recording devices. 

MOTOR COORDINATION:  Requires the ability to coordinate hands and eyes in using automated office equipment. 

MANUAL DEXTERITY:  Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have the ability to use one hand for twisting or turning motion while coordinating the other hand with different activities. Must have minimal levels of eye/hand/foot coordination. 

COLOR DISCRIMINATION:  Requires the ability to differentiate colors and shades of color. 

INTERPERSONAL TEMPERAMENT:  Requires the ability to relate to people in situations involving more than giving or receiving instructions such as in interpreting assignments and instructions. Must be adaptable to performing under minimal stress when confronted with an emergency. 

  The City of Jonesboro is an equal opportunity, drug-free employer committed to fostering a diverse and inclusive workplace.