Deputy Court Clerk

CITY OF JONESBORO, GA

POSITION TITLE:  DEPUTY COURT CLERK 

EXEMPT STATUS: NON-EXEMPT

SALARY RANGE:  $43,680.00 to $56,160.00

Under administrative direction provided by the court administrator, the incumbent provides support for the Municipal Court. Work involves answering the phone, greeting the public, receiving payments, filing, processing citations, open records request, maintaining the court calendar, and any other duties as assigned.

 JOB SCOPE: 

Job has recurring work situations involving high degrees of discretion. The need for accuracy and effective utilization of available resources is high. Errors in judgment could cause disruptions to the City’s mission and adversely impact attainment of the City’s goals. Incumbent operates under the direction of the Court Administrator.

 COMPETENCIES/SPECIFIC EXPERIENCE OR TRAINING PREFERRED: 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Aid the public, defendants, attorneys and colleagues regarding court dates, open records request, reset schedules, fines, disposition and other relevant information as requested via telecommunications, email or in person.
• Assist with the preparation of the Court Dockets. Assures that all tickets and paperwork are ready for the Court.  Maintains records of dispositions and court related files.
• Receive and record payments of fines.  Prepares cash drawer batch daily for deposit.       
• Research information relating to citations and other related matters, including but not limited to the retrieval of driver and criminal histories via GCIC.
• Efficiently maintains all paper-based and electronic files applicable to the Municipal Court.
• Retrieve citations and efficiently maintain proper filing of various data either manually or electronically, import citations daily from InterOpRM into Courtware Management System.  Access, input and retrieve information from a computer.
• Process incoming and outgoing mail, faxed documents and attorney filings.
• Prepare certified copies of case dispositions as requested.
• Scan all required documentation in compliance with the Municipal Court Retention Schedules as outlined by Georgia Archives.
• Adhere to safe work practices, safety policies, rules and comply with all City Personnel Policies and Procedures.
• Prepare reports and court forms, such as bonds, petitions and warrants.
• Will be required to cross-train and perform other duties as requested, directed or assigned.
• Regular attendance and punctuality are essential requirements of the job.

ASSOCIATED DUTIES:

• Provides administrative support to judges, solicitors, probation officers and other court personnel related to arraignments, trials, probation hearings, and various other hearings as assigned by the Court Administrator.
• Attend all mandated seminars and workshops related to the Deputy Municipal Court Clerk’s duties and responsibilities to promote and enhance knowledge thereof.

Knowledge, Skills and Abilities: 

•  Basic knowledge of the practices and procedures involved in law enforcement DDS recordkeeping and confidentiality. 
• Knowledge of City policies, procedures, codes, ordinances and applicable State, Federal and local laws. 
• Knowledge of City geography. 
• Knowledge of GCIC rules and regulations. 
• Knowledge of modern office practices, methods, equipment, and standard clerical procedures. 
• Knowledge of recordkeeping techniques. 
• Knowledge of statistical recordkeeping techniques. 
• Knowledge of basic bookkeeping practices. 
• Knowledge of basic math and accounting practices. 
• Knowledge of appropriate contacts for related police and court issues. 
• Skill in operating a computer and entering data into the database. 
• Skill in performing tasks that require accuracy and attention to detail. 
• Ability to operate GCIC to enter disposition reports. 
• Ability to read and comprehend various technical reports and legal terminology. 
• Ability to handle confidential information. 
• Ability to handle stressful situations. 
• Ability to communicate with confrontational people. 
• Ability to maintain accurate records. 
• Ability to type and enter data correctly. 
• Ability to maintain accurate and complete records. 
• Ability to prepare monthly reports. 
• Ability to communicate clearly and concisely, both orally and in writing. 
• Ability to deal tactfully and courteously with colleagues, general public in person or by telephone. 
• Ability to establish and maintain positive working relationships with those contacted in the course of work. 

 MINIMUM QUALIFICATIONS:

• High School Diploma
• Preferred associate’s degree and two (2) years of experience in administrative or court operations. 
• Ability to obtain GCIC certification within 6 months of employment and acquire knowledge and understanding of entering Computerized Criminal History (CCH) dispositions electronically.
• An equivalent combination of education and experience may be acceptable

SPECIAL REQUIREMENTS:

• May be required to work hours as needed or necessary in addition to a forty (40) hour schedule not limited to overtime and weekends.
• Must be able to manage multiple tasks simultaneously, prioritize tasks, and meet recurring and time constraints; must maintain confidentiality.

ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS 

PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of automated office machines, which may include a computer, printer, typewriter, facsimile machine, copier, calculator, or telephone. Must be able to use body members to work, move or carry objects or materials. Must be able to exert up to twenty pounds of force occasionally, and/or up to ten pounds frequently. Physical demand requirements are at levels of those for sedentary work. Must be able to lift and/or carry weights of twenty to forty pounds. 

DATA CONCEPTION: Requires the ability to compare and or judge the readily observable functional, structural, or compositional characteristics (whether like or divergent from obvious standards) of data, people, or things. 

INTERPERSONAL COMMUNICATION: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving assignments and/or directions to co-workers or assistants. 

LANGUAGE ABILITY: Requires the ability to read a variety of informational documentation, directions, instructions, and methods and procedures. Requires the ability to write reports and essays with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice. 

INTELLIGENCE: Requires the ability to learn and understand relatively complex principles and techniques, to make independent judgments in absence of supervision, and to acquire knowledge of topics related to primary occupation. 

VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow verbal and written instructions. 

NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas, add and subtract totals, multiply and divide, determine percentages, and determine time and weight. 

FORM/SPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with office equipment and recording devices. 

MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in using automated office equipment. 

MANUAL DEXTERITY: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have the ability to use one hand for twisting or turning motion while coordinating the other hand with different activities. Must have minimal levels of eye/hand/foot coordination. 

COLOR DISCRIMINATION: Requires the ability to differentiate colors and shades of color. 

INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people beyond giving and receiving instructions. The worker needs to relate to people in situations involving more than giving or receiving instructions such as in interpreting assignments and instructions. Must be adaptable to performing under minimal stress when confronted with an emergency. 

The City of Jonesboro is an equal opportunity, drug-free employer committed to diversity in the workplace.