Senior Deputy Court Clerk-Probate Court

High school diploma or equivalent with two years of legal secretarial or related experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position.
 
Supervisory experience is preferred. 

The following duties are normal for this job.  These are not to be construed as exclusive or all-inclusive.  Other duties may be required and assigned.
 
Directs work assignments, counsels employees when necessary, and assists with employee performance appraisals.
 
Assists divisions with workload overflow demands.
 
Officially signs documents as Senior Deputy Clerk per authority given by the Probate Judge.
 
Reviews petitions and applications for completeness and accuracy, then either assists with obtaining any amendments or additional information needed or drafts appropriate orders and notices for the judge's signature and/or approval. 

Makes initial determination of whether the appointment of legal counsel or a guardian ad litem is necessary and, if the judge concurs or independently directs, finds an attorney who is capable of handling the matter (consulting with the judge as necessary) and prepares the appointment order for the judge's signature.

Schedules hearings and trials with the consent of the probate judge  as well as coordinates other matters for the Probate Court judge.

Files, cancels, indexes, processes and reviews documents filed with the court, and records cash receivables for court case filings, marriage license applications and certificates, and weapons carry license applications and other filings as appropriate.
 
Files, records, indexes, and reproduces applications, petitions, subsequent pleadings, orders and notices of the Court, and all other related documents in the case management system of the Court.
 
Receives, receipts and dockets payments by check, cash or, if applicable, charge, for all civil actions and license applications;
 
Processes petitions, applications, caveats, amendments, motions and other requests for relief or license by receiving, filing, docketing, assigning, and recording the same and presenting the same to the judge for action as appropriate.

Prepares summons, citations, notices, orders, return of service forms and service documents for civil actions.

Prepares and transmits reports to Georgia Crime Information Center; requests criminal record checks or other background checks as required by law or as directed by the probate judge; Prepares documentation for action to be processed by Sheriff's Office.

Prepares, copies and creates indexes for cases on appeal to Georgia Court of Appeals or supervises such process.. 
 
Maintains and posts account records in accordance with Athens-Clarke County Finance Department policies and procedures,  monitors expenditures; balances bank statements for court accounts, custodial accounts and accounts in individual estates for funds paid into the registry of the court; receives and deposits fees into appropriate accounts; disburses funds to proper agencies at month end and prepares accompanying reports; keeps records of monies paid into Court Registry, prepares disbursement of funds per Order of the Court.
 
Prepares reports for the Finance Department at the end of the fiscal year; inputs general ledger data on financial system for the Finance Department.
 
Provides assistance to lawyers, law students, defendants, and the public; answers telephone and responds to requests for information; copies materials and searches information as requested.
 
Scans into court software all cases assigned to this clerk.
 
Reports to Judge of Probate Court regarding all matters related to marriage license applications, weapons carry license applications, guardianships and/or conservatorships of minors or incapacitated adults, mental health, decedent's estate cases and other miscellaneous probate court matters as assigned
 
Compiles and prepares payroll reports, personnel action forms, travel reimbursement requests, purchase orders and other documents as required by the Athens-Clarke County Finance Department.
 
Processes incoming and outgoing mail.
 
Prepares outgoing correspondence for mailing and delivers to mail room daily.
 
Performs other duties as required.


 
Knowledge, Skills and Abilities

In-depth knowledge of the principles, practices and procedures of the Probate Court and the operations and functions of the judiciary.
 
Knowledge of legal, financial, management, and personnel policies and procedures as necessary in the completion of daily responsibilities. 
 
Knowledge of all applicable laws, ordinances, policies, standards and regulations pertaining to the specific duties and responsibilities of the job. 
 
Knows how to keep abreast of any changes in laws, regulations, policy, methods, operations, budgetary and equipment needs, etc. as they pertain to departmental and human resource/personnel operations and activities.
 
Knowledge of and proficient with computers.
 
Skill in organizational, management, human relations, and technical skills. 
 
Skill in the use of word processing software, and the ability to learn and comprehend specific tasks performed on the computer relating to the operations of the courts. 
 
Skill in the use of various office equipment including computers, micro-processing equipment, typewriters, calculators, fax machines, copiers, and scanners.
 
Ability to develop and administer policies, procedures, plans and activities against measured established goals.  Knows how to develop and administer operations and staff plans and objectives for the expedience and effectiveness of specific duties of the position. 
 
Ability to develop and implement long-term goals for the department in order to promote effectiveness and efficiency. 
 
Ability to effectively communicate and interact with, management, employees, members of the general public and all other groups involved in the activities of the Probate Court as they relate to the judiciary.
 
Ability to assemble information and make written reports and documents in a concise, clear and effective manner.
 
Ability to use independent judgment and discretion in the handling of emergency situations, determining and deciding upon procedures to be implemented, setting priorities, maintaining standards, and resolving problems. 
 
Ability to comprehend, interpret, and apply regulations, procedures, and related information. 
 
Ability to handle required mathematical calculations.
 
Ability to read, understand and interpret personnel and financial reports and related materials.