Deputy Clerk - Legal Division

FOR INQUIRIES, PLEASE CONTACT THE APPOINTING AUTHORITY:
Greene County Clerk of Courts
45 North Detroit Street
Xenia, OH 45385
937-562-5290

JOB RESPONSIBILITIES: Under direction, processes, indexes, records, files, types and enters data of court related documents and dockets; records notary commissions, answers inquiries from judges, attorneys, court personnel, law enforcement representatives and the general public.

ILLUSTRATIVE DUTIES:
1.    Receives and processes all documents for civil, domestic relations, criminal, and Court of Appeals new and pending cases (e.g. original complaints, motions, answers, indictments, investigative reports, correspondence, costs and fees, jury verdicts, judgment entries, etc.); review filings to ensure proper service of parties named; indexes, records and files all documentation pertaining to court cases (e.g. parties to the complaint, certificate of judgments, answers, indictments, motions, etc.); records notary commissions.

2.    Types, records or data enters court cases, pleadings, bond, etc.; dockets, indexes and files documents generated by the Clerk of Courts office.

3.    Receipts transactions regarding deposits, bonds, attachments, costs, fines, forfeitures, etc. and accurately records same on dockets; notifies bookkeeper when payments need applied.

4.    Assists and answers inquiries from judges, attorneys, court officials, law enforcement representatives and general public pertaining to cases and public information on file in the Clerk of Courts office.

5.    Generates reports and letters associated with the legal office operations and distributes required reports to various state and local offices and maintains archival copies.

6.    Prepares itemized cost bills and statements on costs due; monitors unpaid accounts, send statement reminders and notifies bookkeeper when costs remain unpaid.

7.    Maintains accurate filing system on all court case records and documents filed in the Clerk of Courts office; keeps filing and processing of documents current to maintain accuracy and efficiency in processing court records.

8.    Other duties as required.

QUALIFICATIONS: Completion of secondary education with coursework in office practices and procedures, bookkeeping and computer applications; two (2) years’ experience in legal office operation setting; demonstrate ability to prepare and maintain accurate records; skill in typing, data entry and customer service; or equivalent combinations of training and /or experience.

KNOWLEDGE, SKILLS AND ABILITIES:  
1.    Knowledge of office policy and procedures, Ohio Revised Code (Legal Division), state and local Rules of Procedure, federal regulations, public relations, bookkeeping, computer applications;

2.    Ability to deal with problems involving several variables in familiar context; define problems, collect data, establish facts and draw valid conclusions; maintain accurate records; understand legal terminology; sort items in categories according to established methods; add, subtract, multiply and divide whole numbers; interpret variety of instructions in written, oral and picture form; communicate effectively in written and oral form; maintain accurate records; cooperate with co-workers; handle sensitive inquiries from and contacts with officials and general public; lift and move court dockets weighing up to 25 lbs.

3.    Skills in typing, data entry, computer applications, use of modern office equipment, (e.g. fax machine, photocopier, and calculator).