DEPUTY CLERK IV

About the role

The purpose of this position is to perform specialized clerical, administrative, and customer service functions and to process complex legal documents in support of the operations of an assigned court office. Incumbents provide guidance and direction to other Deputy Clerks and have an associate degree. An incumbent in this position serves at the pleasure of the Judge or other appointing authority.

Responsibilities

• Leads and coordinates daily work activities of assigned co-workers; confers with supervisor to obtain direction regarding work assignments and priorities; organizes tasks in order to complete assigned work; monitors status of work in progress and inspects completed work; confers with co-workers, assists with complex/problem situations, and provides technical expertise;

• Assists with training and instructing co-workers regarding operational procedures and proper use of equipment;

• Affords supervision of co-workers by reporting employee problems and providing input on disciplinary action and employee performance evaluations;

• Provides 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; and 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;

• Collects, records, and processes fees; processes court payments, taxes, recording fees, and other items according to division/department assignment and per established procedures; enters and processes payments; assigns fees to proper case; assigns taxes to specific property; and balances monies received and processed as required;

• Maintains court calendar; schedules dates and times for hearings, motions, and trials; communicates instructions regarding paperwork and court appearance/process; records case; prepares calendar for publication; and reviews weekly court calendar to ensure accuracy;

• Attends court as required for arraignments, motions, pretrial and trial court calendars, and/or drug court proceedings for entries, sanctions, and terminations; maintains and processes related court orders, records, rulings, and documentation; and 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; and prepares, signs/stamps, and mails out legal documents to all involved parties.

• Serves as Georgia Crime Information Center (GCIC) Terminal Agency Coordinator; administers the GCIC system used to retrieve/update criminal information and motor vehicle/license records; interacts and networks with various County staff to ensure regulatory compliance and proper flow of information and documentation; coordinates activities and conducts training for staff; maintains training and certification documentation; and ensures adherence to GCIC requirements and integrity/security of data.

• 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; and 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; and 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.

Requirements

Education and Experience: Requires an associate degree in administrative services or related field, and three (3) years of related experience processing complex legal documents and supporting court functions in court of assignment, or equivalent combination of education and experience.

Skills

• Knowledge of local government operations, administrative and legal related programs, policies and plans, and modern office practices and procedures;

• Knowledge of Microsoft Word, Excel, PowerPoint, and other similar programs;

• Skilled in the use of computers and software applications related to the essential functions of the job;

• Skilled in 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.

Supplemental Information

• Knowledge, Skills, and Abilities: Knowledge of local government operations, administrative and legal related programs, policies and plans, and modern office practices and procedures.

• Knowledge of Microsoft Word, Excel, PowerPoint, and other similar programs.

• Skilled in the use of computers and software applications related to the essential functions of the job.

• Skilled in 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.