DEPUTY CLERK IV

Deputy Clerk

The purpose of this position is to perform specialized clerical, administrative, and customer service functions and to process complex legal documents in support of the operations of an assigned court office. Incumbents provide guidance and direction to other Deputy Clerks and have an associate degree. An incumbent in this position serves at the pleasure of the Judge or other appointing authority.

Examples of Duties

• Leads and coordinates daily work activities of assigned co-workers; confers with supervisor to obtain direction regarding work assignments and priorities; organizes tasks in order to complete assigned work; monitors status of work in progress and inspects completed work; confers with co-workers, assists with complex/problem situations, and provides technical expertise; assists with training and instructing co-workers regarding operational procedures and proper use of equipment; assists with supervision of co-workers by reporting employee problems and providing input on disciplinary action and employee performance evaluations.
• 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 and complex questions or complaints; research problems/complaints; and initiates problem resolution.
• Processes various court-related documentation in accordance with court procedures and time frames; prepares, receives, responds to, and processes subpoenas, court orders, hearings, continuances, bench and probation warrants, case initiation documents, case dispositions, case transfers, probation revocations, citations, deeds, liens, and other legal documents; receives and date stamps legal documents; distributes and submits information and legal documents to appropriate parties; reviews, verifies, records, and files documentation and records; and creates spreadsheets and reports of activities.
• Collects, records, and processes fees; processes court payments, taxes, recording fees, and other items according to division/department assignment and per established procedures; enters and processes payments; assigns fees to proper case; assigns taxes to specific property; and balances monies received and processed as required.
• 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.
• Enters data from court and legal documents into computer systems, databases, and applications; scans, indexes, and records court case information and legal documents; audits and reviews data for accuracy; updates case disposition information; and maintains accurate records and filing systems.
• Maintains court calendar; schedules dates and times for hearings, motions, and trials; communicates instructions regarding paperwork and court appearance/process; records case; prepares calendar for publication; and reviews weekly court calendar to ensure accuracy.
• Attends court as required for arraignments, motions, pretrial and trial court calendars, and/or drug court proceedings for entries, sanctions, and terminations; maintains and processes related court orders, records, rulings, and documentation; and testifies during court hearings as required.
• Drafts court orders, subpoenas, and other legal documents for assigned judge's approval and signature; processes specific legal matters or documents as prescribed by established court guidelines; processes new filings, motions, services, responses, traverses, answers, court orders, dismissals, releases, checks, payments, and Rule Nisi's; closes court-ordered cases; and prepares, signs/stamps, and mails out legal documents to all involved parties.
• Coordinates Board of Equalization hearings; schedules hearings; processes documentation and records pertaining to hearings and appeals; conducts research regarding tax and parcel information; provides guidance and answers questions from Board members; records BOE decisions; notifies appellants; and ensures activities are in compliance with applicable local and state laws, rules and regulations.
• Serves as Georgia Crime Information Center (GCIC) Terminal Agency Coordinator; administers the GCIC system used to retrieve/update criminal information and motor vehicle/license records; interacts and networks with various County staff to ensure regulatory compliance and proper flow of information and documentation; coordinates activities and conducts training for staff; maintains training and certification documentation; and ensures adherence to GCIC requirements and integrity/security of data.
• Processes a variety of other 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, outside agencies, 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 an associate degree in administrative services or related field, and three (3) years of related experience processing complex legal documents and supporting court functions in court of assignment, or equivalent combination of education and experience. 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, GCIC Terminal Agency Coordinator, Paralegal 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.