Clerk of Courts Deputy Clerk I - Legal Division

Under supervision, provides exceptional customer service and record keeping for individuals who have business to conduct with the Montgomery County Common Pleas Court (General and Domestic Relations Divisions) and the Second District Court of Appeals. This position reports to the Supervisor of the department or the Assistant Chief Deputy - Operations.                

Specific work will vary based on the assignment but will include the following types of work:
 

• Provide exceptional customer service by assisting customers at the counter or over the telephone, including reviewing documents and ensuring that the required information is provided and complete; determine and collect any costs or fees required; receipt, post, and distribute collected monies; answer any customer related questions.  
• Docket information for pleadings with the correct docket code in an accurate and timely manner; enter information in the Clerk of Courts case management system; issue appropriate notices and distribute pleadings to the proper department; generate documents upon customer request; keep case file information in order as defined by department procedures.  
• Prepare and coordinate service processing for summonses, subpoenas and the like, including collecting new cases and service requests from the mail or the counter; determine if appropriate fees or waivers are included; arrange for service based on standard procedures (certified mail, regular mail, process server, or sheriff’s office); update the status in the Clerk of Courts case management system; process failure of service attempts and Final Appealable Orders.  
• Open and distribute mail, including date and time stamping receipt and delivering the mail to the appropriate staff member for processing; process incoming mail including reviewing documents, verifying that any appropriate fees are included in addition to preparing the case file.  
• Scan documents into the case file database by determining which case documents must be scanned by source or type of document, finding the case information in the database, preparing and scanning the document into the system, and verifying the accuracy of the scanned document; perform basic quality assurance by identifying recording errors in the database, making appropriate corrections, and informing the supervisor of potential problems.  
• Provide minimum quality assurance and reporting services for the Legal Division, including preparation of standard and non-standard reports and ensuring that all information in the court system database is complete and accurate.   
• Maintain accurate hard-copy records for non-electronic case types including preparing initial case file folders, clipping documents into the case file in the appropriate order, and ensuring that all files are tracked consistent with standards; prepare electronic records for customers upon request.   
• Examine a variety of legal documents for correctness, sufficiency of information and compliance with court rules, policies, procedures, and practices.  
• Provide assistance to colleagues in the department when necessary due to scheduling, volume, or staffing requirements.  
• Other duties as assigned. 

High school diploma or equivalent

- AND -

Minimum of one (1) year of office or clerical experience

- AND -

Pass an Ohio BCI background Check 

Knowledge, Skills and Abilities

• Ability to use basic mathematics to collect money and record money transactions  
• Skilled in providing optimal customer service   
• Keyboarding skills to quickly and accurately enter, access, update, and manipulate data 
• Ability to become proficient in job tasks through on-the-job training within a six (6)-month period