DEPUTY CLERK III

About the role

The purpose of this position is to perform specialized customer service and administrative duties and process complex legal documents in support of an assigned court or court function.

Responsibilities

• Performs customer service functions by telephone, by mail, and in person; provides information and assistance regarding court activities, services, procedures, documentation, fees, case status/disposition, or other issues;
• Reviews and accepts legal documents in accordance with court procedures and prescribed time frames;
• Distributes forms and documentation;
• Responds to routine and complex questions or complaints;
• Researches problems/complaints;
• Initiates problem resolution;
• Processes various court-related documentation in accordance with court procedures and time frames;
• Prepares, receives, responds to, and processes subpoenas, court orders, hearings, continuances, bench and probation warrants, case initiation documents, case dispositions, case transfers, probation revocations, citations, deeds, liens, and other legal documents;
• Serves as a point of contact for court-related inquiries;
• Collects, records, and processes fees;
• Processes court payments, taxes, recording fees, bonds, and other items according to court assignment and per established procedures;
• Enters and processes payments;
• Assigns fees to proper case;
• Assigns taxes to specific property;
• Balances monies received and processed as required;
• Enters data from court and legal documents into computer systems, databases, and applications;
• Scans, indexes, and records court case information and legal documents;
• Audits and reviews data for accuracy;
• Updates case disposition information;
• Maintains accurate records and filing systems;
• Attends court hearings as needed to provide support to assigned judge;
• Operates recording equipment and prepares hearing notes;
• Prepares orders for the judge’s signature;
• Maintains and processes related court orders, records, rulings, and documentation;
• Testifies during court hearings as required;
• Drafts court orders, subpoenas, and other legal documents for assigned judge’s approval and signature;
• Processes specific legal matters or documents as prescribed by established court guidelines;
• Processes new filings, motions, services, responses, traverses, answers, court orders dismissals, releases, checks, payments, and Rule Nisi’s;
• Closes court-ordered cases;
• Prepares, signs/stamps, and mails out legal documents to all involved parties;
• Processes documentation and participates in procedures to summon individuals for jury duty;
• Prepares and mails jury summons, reminder notices, calendar call notices, and related documentation;
• Processes juror questionnaires;
• Provides information and answers questions regarding deferral procedures, medical exemptions, filling out nonresident forms, age exemptions, and other issues;
• Assists with assembling jury and juror orientation;
• Prepares and submits juror checks, thank you notes, and related documents;
• Processes a variety of other documentation associated with department/division operations, within designated timeframes, and per established procedures;
• Receives and reviews various documentation;
• Reviews, completes, processes, forwards, or retains as appropriate;
• Prepares or completes various forms, reports, correspondence, and other documentation;
• Compiles data for further processing or for use in preparation of department reports;
• Maintains computerized and/or hardcopy records;
• Operates a personal computer to enter, retrieve, review, or modify data, utilizing word processing, spreadsheet, database, Internet, e-mail, or other software;
• Operates general office or other equipment as necessary to complete essential functions;
• Communicates with supervisor, other County employees, attorneys, law enforcement, outside agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems;
• May assist in leading work activities of co-workers;
• Confers with co-workers and assists with complex/problem situations;
• Provides technical expertise;
• Assists with training and instructing co-workers regarding court processes, operational procedures, and proper use of computer programs and equipment;
• Performs other related duties as assigned.

Requirements

• Requires a High School diploma or equivalent, and three (3) years of related experience processing complex legal documents and supporting court functions, or equivalent combination of education and experience.
• Associate’s degree preferred.
• Licenses Or Certifications: Must possess and maintain a valid Georgia driver’s license. Depending on area of assignment, may be required to obtain and maintain Georgia Crime Information Center certification and/or Notary Public certification.

Skills

• Knowledge of local government operations, court related programs, policies and plans, and modern office practices and procedures;
• Knowledge of Microsoft Word, Excel, PowerPoint, and other similar programs;
• Skill in the use of computers and software applications related to the essential functions of the job;
• Effective communication, both verbally and in writing;
• Ability to meet and deal with employees and the public in an effective and courteous manner;
• Ability to get along with others, and work effectively with the public and co-workers;
• Ability to work flexible hours as needed;
• Ability to multi-task and work within deadlines;
• Ability to deal with confidential and sensitive matters;
• Ability to work with and process payments for accounts within the budget and department;
• Ability to use computers for data entry, word processing, and other relevant purposes;
• Ability to operate a copying machine.

Physical Demands

The work is sedentary work which requires exerting up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Requires mental acuity including the ability to make rational decisions through sound logic and deductive processes, the ability to express ideas by means of the spoken word and have close visual acuity.

Work Environment

Work is performed in a relatively safe, and secure work environment.

Henry County is an Equal Opportunity Employer.