Deputy Court Clerk

Job Summary & General Information

Under general direction of the Director of Municipal Court Services, performs responsible and varied legal clerical work in the Municipal Court Services system which involves considerable public contact work, processing, filing and reporting of case file information from public and law enforcement agencies in accordance with strict Court policies; prepares or attends his or her own court sessions which involves various administrative duties, as necessary. Requires great attention to detail and accuracy.

Essential Job Functions and Responsibilities

Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and may not necessarily convey the qualifications of incumbents within the position.

• Answers customer questions via walk-in, telephone, email, internet, and fax.
• Receives, records, and provides receipts for payments received via cash, check, and credit card.
• Provides customers with general directional information and answers general questions for walk-in customers regarding court activities.
• Maintains working relationships with other departments as needed to coordinate work activities and resolve problems related to accounting and dispositions.
• Receives citations and summons and maintains proper filing system for court folders.
• Assists in the court room during court sessions; manages two arraignment calendars, by preparing and finalizing those cases.
• Prepares and distributes related court orders to those involved in case; assists Judge, defendants, attorneys, solicitor, interpreters, officers, and others as needed.
• Continues cases, provides compliance dates, records completion dates, and records warrants along with the suspension forms, records information into the court computer database.
• Prepares certified copies of case dispositions when requested.
• Posts payments received, responds to correspondence as appropriate, and updates information from government institutions.
• Maintains cash drawer, posts payments to customer accounts, generates reports for balancing, and prepares bank deposits.
• Utilizes GBS court software in providing customer service, receipting payments and court dispositions.
• Consults with Court Clerk and other employees as needed to review the current activities, receives advice/direction, provides recommendations and resolves problems.
• Communicates with supervisors, employees, other departments, customers, the public and other individuals as needed to coordinate work activities.
• Demonstrates a continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.
• Follows the state law requirements regarding data, information, documentation, processes and functions of the Alpharetta Municipal Court.
• Performs related duties as required or assigned.

Required Knowledge, Skills and Abilities

Knowledge of :

• Court procedures to provide a base for understanding the court system.
• Legal terminology.
• Legal documents.
• Modern office procedures, methods, and equipment including proficiency with personal computers and Microsoft Office.
• Principles and procedures of court recordkeeping.
• Financial data including cash reconciliation, invoices, budgetary information and procedures.
• Applicable laws, regulations and procedures governing the operation of the Municipal Court Clerk's Office.
• Principles of business letter writing and basic report preparation.
• Mathematical principles.
• English usage, spelling, grammar, punctuation and arithmetic.

Ability to:

• Read, compose and comprehend simple instructions, short correspondence and memos.
• Maintain both manual and computerized records.
• Make arithmetical computations accurately.
• Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Understand, interpret, and apply general and specific administrative and departmental policies and procedures.
• Effectively represent the City to outside individuals and agencies.
• Implement and maintain standard filing systems; use both numeric and alphabetical filing systems.
• Type at a speed necessary for successful job performance and as deemed appropriate by the department.
• Operate and use modern office equipment including a computer and various software packages.
• Make sound and reasonable decisions in accordance with laws, ordinances, regulations and established procedures.
• Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
• Maintain confidential information when required by legal or ethical standards.
• Demonstrate an awareness and appreciation of the cultural diversity of the community.
• Work independently as well as in a team environment.
• Communicate clearly and concisely, both orally and in writing.
• Establish and maintain effective working relationships with those contacted in the course of work.

Minimum Qualifications

Combination of education and experience sufficient to successfully perform the essential functions of the job qualifies.

• High school diploma or GED equivalency.
• Two years of responsible clerical experience preferably in an area related to the department's function.
• Possession of or ability to obtain the Georgia Crime Information Center (GCIC) Terminal Operator certification within one year of date of hire.
• Possession of a valid Georgia Class C driver's license.

Physical Demands

Physical : Primary functions require sufficient physical ability and mobility to work in an office setting and operate office equipment. Continuous sitting and upward and downward flexion of neck; fine finger dexterity; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils. Frequent side-to-side turning of neck, walking, standing, bending, stooping, pushing/pulling, and twisting at waist; moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. from below waist to above shoulders and transporting distances up to 50 yards. Occasional squatting, kneeling, and reaching above and at shoulder height; moderate grasping to manipulate reference books and manuals; lifting objects weighing 20-35 lbs. from below waist to above shoulders and transporting distances up to 50 feet.

Vision : See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.

Hearing : Hear in the normal audio range with or without correction.

Supplemental Information

This job description does not constitute an employment agreement between the City of Alpharetta and employee and is subject to modifications as the needs and requirements of the position change.

The City of Alpharetta is an Equal Employment Opportunity (EEO) employer. All applicants receive consideration for employment without regard to race, color, religion, gender (including identity or expression), marital status, sexual orientation, national origin, age, disability or any other protected classification as defined by applicable law (except as limited by Employee Manual & Benefits Handbook or bona fide occupational qualifications).

In compliance with the Drug-Free Workplace Act of 1988, the City of Alpharetta is committed to providing a safe, quality-oriented and productive work environment consistent with the standards of the community in which it serves. Alcohol and drug abuse poses a threat to the health and safety of City's employees and to the security of the City's equipment and facilities. For these reasons, the City is committed to the elimination of drug and alcohol use and abuse in the workplace.

Title I of the Americans with Disabilities Act (ADA) protects qualified individuals with disabilities from employment discrimination. Under the ADA, a person has a disability if they have a physical or mental impairment that substantially limits a major life activity.The physical demands described within the job description are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the ADA, the City of Alpharetta will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.