Court Clerk / Magistrate Court Civil Division

REPORTS TO: Clerk of Court
FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System; requires successful completion of a six month probationary period.
PAY GRADE: 110
SAFETY SENSITIVE:  No

Purpose of Job

The purpose of this job is to assist in providing clerical support to the Magistrate Court. Duties and responsibilities include, but are not limited to, the processing of civil, misdemeanor and felony actions filed in Magistrate Court, receiving fines, performing additional tasks as assigned.

Job related Requirements

WORK SCHEDULE: Normally Mon – Fri 8:00am – 5:00pm

May be required to work on religious holidays.

Regular and predictable attendance is required.

Must work cooperatively with others.

When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ADCC's safe driving policy.

High school diploma or equivalent with one year of legal secretarial, clerical or related experience required; or any equivalent combination for education, training, and experience which provides the requisite knowledge, skills and abilities for this position.

Paralegal training or clerk's office experience strongly preferred.

Must be or have the ability to acquire Notary Public Status.

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.

General Duties

Answers incoming telephone calls, provides information, directs calls to appropriate personnel of departments, and/or relays messages.

Assists individuals via telephone and one on one who may be irritated, irate and, verbally abusive.

Assists clients via telephone and one on one at the reception desk.

Rotate open/closing of office, band deposit delivery, and fax duties.

Cover counter duties and courtroom duties (hours to be assigned and rotated accordingly)

Performs other duties as assigned by Chief Judge, Judges, Clerk of Court, and Deputy Clerks.

Attend all division and staff meetings.

Assumes responsibility for the correctness of spelling, punctuation, format, and grammar.

When Assigned to Civil:

Processes civil claims, encompassing statement of claims, garnishments, abandoned motor vehicle, and dispossessory warrants; includes reviewing with accuracy, docketing, indexing and filing of same.

Mail copies of filings to Plaintiff, for service on Defendant as required by State law. 

Prepare Court's file and file in awaiting service.

Maintain court calendar. 

Maintain accurate records for State reporting requirements.

Accepts and records monies received, garnishments and costs of civil cases.

Ring up and initiate civil claims.

Mark, file, mail, and process Sheriff's Returns.

Process and mail hearing notices to all parties.

Process re-serves and re-files.

Type Writs, docket, deliver to Sheriff, and mail judgments to appropriate parties.

Prepare interrogatories and subpoenas.

Manage Court filings, check website, print and process for ring up and initiation of dispossessory cases.

Knowledge, Skills and Abilities

Knowledge of Georgia law and government policies, court procedures, and activities of the Magistrate Court as they pertain to the performance of duties relating to the position of Court Clerk.

Knowledge of the terminology used within the department.

Knowledge of legal data including warrants, subpoenas, information, procedures and methods as required in the performance of duties.

Skill in the operation of computer applications utilizing word processing and database programs, and the ability to learn and comprehend various tasks performed on computer relating to the operation of the court.

Skill in the operation of various office equipment including computers, scanners, calculators, paper shredding equipment, fax machines, and copying machines.

Ability to compile, organize, prepare and maintain an assortment of legal and financial records, reports and information in an effective manner and according to office policy and State regulations.

Ability to communicate effectively with supervisors, other staff members and the public at large.

Ability to use independent judgment in routine and non-routine situations.\

Ability to handle required calculations.

Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.

Ability to plan, organize and/or prioritize daily assignments and work activities.

Ability to comprehend laws and apply regulations and procedures of the Court.

Ability to learn and comprehend programs related to the specific tasks performed on computer.

PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of machinery and equipment including computers, scanners, calculators, and copying machines. Must be able to use body members to work, move or carry objects or materials. This position requires: walking, standing, bending, stooping, pushing, pulling, lifting, fingering, grasping, feeling, seeing, talking, hearing, and repetitive motions. Must be able to exert up to 10 pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work.

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

INTERPERSONAL COMMUNICATION: Requires the ability to hear, speak and/or signal people to convey or exchange information. Includes giving assignments and/or directions to co-workers or assistants and receiving assignments and/or directions from supervisors.

LANGUAGE ABILITY: Requires ability to read a variety of legal documents, reports, financial data and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare various documents and statistics using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, and confidence to those who maybe hostile or irate or have limited understanding.

INTELLIGENCE: Requires the ability to learn and understand basic principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent judgments in the absence of management.

VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical or professional languages including legal terminology.

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

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

MOTOR COORDINATION: Requires the ability to coordinate hands, fingers, and eyes accurately in using office equipment. Requires the ability to use the keyboard, lift, bend, push, and pull objects or materials using body parts as the position necessitates.

MANUAL DEXTERITY: Requires the ability to handle a variety of items such as computers, scanners, calculators, paper shredding machines, and copying machines. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.

COLOR DISCRIMINATION: May require the ability to differentiate between colors and shades of color.

INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate to considerable stress when dealing with an irritable general public.

PHYSICAL COMMUNICATION: Requires the ability to talk and/or hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.