Deputy Court Clerk

Summary of Duties:

Performs a variety of tasks which support the operations of the Court including receiving, recording and filing documents; assisting the public; receiving and accounting for money; and assisting the Judge and the Court.

Essential Functions and Responsibilities:

General duties:

• Assumes duties of the Clerk of the Court as required.
• Assists in training and directing daily work of subordinate staff.
• Interviews and collects information from citizens. 
• Receives, records, and files documents.
• Assures scheduling of cases and hearings.
• Prepares and types a variety of documents and records.
• Prepares and distributes the court calendar.
• Collects, receipts, and accounts for money.
• Responds to inquiries and complaints from the public.
• Operates various office machines with emphasis on personal computers.
• Regular and predictable attendance is required.
• Performs other related duties as required.

Additional and/or Detailed duties when assigned to the Clerk of Court:

Civil and Criminal Divisions: file and process case file records for their respective divisions. Other duties include preparing appeals for the Court of Appeals and the Supreme Court,  processing notary public applications, tradename applications, bond forfeitures, Temporary Protective Orders, receipting fines & costs, maintaining the Business, Professional, and Administrative records and index, submitting electronic disposition reports to GCIC & DDS, preparing DHR closed case reports, issuing fifas.

Traffic Violations Bureau: logs and files traffic, boating, hunting, fishing citations that are payable without a court appearance. Process includes obtaining driving records, calculating and receipting fines, mailing notices of arraignment, submitting electronic dispositions and failures to appear to DDS. Assists, as needed, in the daily accounting functions of the office including preparation of bank deposits, month’s end reporting and distributions. 

Real Estate Division: is responsible for filing, processing, storing, and retrieving all records involving land transactions, plats, liens, and UCCs, and collecting intangible and transfer taxes and recording fees. Must insure all instruments are in proper form and meet required standards for recording.   

Records Management Division: processes case file requests for court calendars and hearings including the delivery, retrieval, refiling or routing of each while tracking the location of files at all times. Scans and files pleadings. Shuffles and boxes case files to allow for expansion or move to storage. Handles management and oversight of the Board of Equalization which includes recruiting members, processing appointments, scheduling training, scheduling hearings, attending hearings and providing secretarial help to the Board, notifying taxpayer of hearings and decisions, and maintaining a payroll roster for BOE pay.

Courts Division: is responsible for managing all aspects of the jury selection process for trial and grand jurors from the time the juror is summoned until their service has concluded. Duties include maintenance and management of the jury pool information, processing juror payroll.  Staffs the receipt room and receipts monies for fines imposed by the judge following a courtroom appearance.  

Material and Equipment Used:

• Computer        
• Copier            
• Calculator            
• Typewriter    
• CJIS           
• Scanner           
• Microfilm Reader/Printer

Minimum Qualifications Required:

Education and Experience:

• High School Diploma or G.E.D.
• Three years clerical support experience.
• Any equivalent combination of education and experience which provides the minimum level of qualifications stated above.

Licenses and Certifications:

When assigned to Clerk of Court: 

• Must have fingerprint based background check
• Security Awareness training as required by GCIC, 
• May be required to obtain Terminal Operator Certification   

Knowledge, Skills, and Abilities:

• Knowledge of business and legal English, spelling, arithmetic, and modern office practices and principles.
• Knowledge of court recording and filing regulations and procedures.
• Knowledge of legal terminology, documents, and the laws, rules, and regulations governing the filing and recording of legal instruments.
• Ability to type 35 wpm.
• Ability to deal courteously and diplomatically with the public, County officials, attorneys and other employees and be tactful with angry or hostile individuals.
• Ability to follow oral and written instructions.
• Ability to communicate clearly and effectively, both orally and in writing. 
• Skills in general computer operations and Microsoft Work and Excel.
• Bilingual skills a plus.

ADA Minimum Qualifications:

Physical Ability: Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing); operate a computer and other office machinery, such as a calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type.

Essential Functions frequently require the ability to move about inside the office; and move/transport items up to 10lbs.

Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours. 

Sensory Requirements:  Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment.

Environmental Factors: Essential functions of this position continuously require the ability to either work with others or work alone. 

This class specification should not be interpreted as all-inclusive.  It is intended to identify the major responsibilities and requirements of this job.  The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification.