Deputy County Clerk: Civil/Probate

Reporting to an assigned County Clerk Division Supervisor, responsible for performing specialized clerical work for the County courts system while under general supervision.  Work involves processing files, eFilings, and documents which may pertain to Court proceedings. Utilizes computer-driven data entry equipment to prepare and modify files, answers telephone calls, and assists the public.   Duties assigned to employees in this job title may vary according to division of workload and the needs of the County Clerk’s office.   

• Provides direct customer service either in person or on the telephone
• Collects payments for court costs and manages front counter till
• Creates and maintains various reports related to assigned division 
• Creates and maintains forms, worksheets, and informational materials 
• Ensures comprehensive filing systems are maintained and up to date 
• Assists in planning and executing special projects and events 
• Assists with policy and procedure updates 
• Utilizes legal reference materials to perform research related to current laws and procedures
• Copies, files, and audits invoices 
• Enters and verifies data within applicable databases and/or systems
• Cross-trains with office staff in other areas to ensure continuity of departmental operations 
• Attends all meetings and trainings, as required 
• Performs special duties as assigned

Civil/Probate Assignment

• Prepares various legal documents, including citations, writs, motions, subpoenas, orders, judgments, and abstract of judgments
• Processes type cases (i.e., probate, guardianship, administration, heir ships, civil, condemnation, occupational license, foreign judgment, bond forfeiture, mental health, and emergency guardianships)  
• Processes evictions, small claims, debt claims, appeals, and transfer of venues
• Reviews and accepts/returns documents submitted through the eFile portal; distributes documents to appropriate court
• Coordinates with various court offices, law enforcement officials, and attorneys; assists departments in obtaining citations and services, prepares correspondence, and searches court records as necessary
• Performs duties related to exhibits, including verifying exhibits against the Exhibit Log Sheet, entering information, releasing exhibits for trial or per written request, and retaining exhibits as required
• Serves as contact liaison between the County Court at Law Judges, their staff, and a variety of other county departments and agencies for paperwork, information, and case status in any civil/mental health docket related matters
• Submits documents to assigned courts for approval
• Maintains all probate and civil files, filings, and documents
• Administers acknowledgements and oaths
• Assists with jury trials, including preparing forms, making copies, assisting with seating and paying jurors, attending Voir Dire, recording juror strikes, and distributing final juror list to judge and attorneys
• Determines fees, receives payments, and issues receipts; logs payments in appropriate files and places money in cash drawers
• Performs duties related to mail (i.e., recording payments, processing petitions/applications, assessing fees, providing appropriate notation in system, and sending various citations/orders/copies)
• Reviews new filings to determine required process and posting or publications if necessary
• Generates appropriate citations and/or notices and forwards to appropriate Constable's office for service
• Assesses fees based on the document filed and notifies attorney of deficiencies or clarification if required
• Issues letters and/or certified documents
• Reviews documents for accuracy/consistency and modifies as required
• Prepares or issues various documents, including citations, writs, commitments, subpoenas; retains orders and notices as required
• Prepares copies of pleadings and related documents prior to court hearings and retrieves copies for proper disposition
• Retrieves files and proposed letters, enters pleadings for court hearings, and communicates with court regarding pleadings and procedures
• Assists customers after hearings, stamps documents, acknowledges proof, and administers oaths
• Scans and verifies incoming documents and prior pleadings
• Performs various tasks related to documents such as sorting, reviewing, stamping, assigning routing codes, and filing
• Scans and verifies images and indexing
• Reviews orders and determines is further action is needed; routes files to specified court

ORGANIZATION RELATIONSHIPS

• Reports directly to – County Clerk Division Supervisor
• Direct Reports – No

PHYSICAL DEMANDS

• Position involves prolonged sitting at a workstation, visual examination of documents, reaching, walking, twisting, bending, standing and occasional lifting/carrying
• Position involves exerting up to twenty (20) pounds of force occasionally and up to ten (10) pounds of force frequently to move objects
• Position involves operating a variety of machinery and equipment including computers, scanners, calculators, copiers, etc.

ENVIRONMENTAL FACTORS

IRREGULAR HOURS

• Work outside of the normal office hours (Monday-Friday 8 a.m. to 5 p.m.) may be required
• May be deemed essential personnel in the event of an emergency
• Regular attendance is required

The above statements are intended to describe the general nature and level of work being performed by individuals assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified in this position. This job description is subject to change as the needs and requirements of the job change.

• High School Diploma OR equivalent
• One (1) year of clerical experience including cash handling and customer service
• Knowledge of general office procedures 
• Working knowledge of Microsoft Office Suite

LICENSES AND CERTIFICATIONS

Required

PREFERRED QUALIFICATIONS 

• Associate degree in related field
• Prior experience working in a legal capacity
• Three (3) years of clerical experience including cash handling and customer service
• Knowledge of Rules of Civil Procedure, Texas Rules of Court, and legislative changes for fees 
• Knowledge of County Court at Law system
• Bilingual (Spanish)

EMPLOYMENT TESTING 

Employment is contingent on passing any post-offer pre-employment screening as listed below:

• Criminal background check: Yes 
• Motor Vehicle Record check: No
• Drug screening: No
• Physical exam: No
• Psychological exam: No
• Additional: N/A

A Williamson County online application (resumes alone are not sufficient) must be received before the position is closed. Positions are open until filled, subject to close at any time after five (5) calendar days. The Human Resources Department is located at 100 Wilco Way, Georgetown, TX 78626. Phone (512) 943-1533 or visit our website at www.wilcotx.gov/469/Human-Resources.  
 

 illiamson County is an Equal Opportunity Employer and complies with the Americans with Disabilities Act and Uniformed Services Employment and Reemployment Rights Act (USERRA).  If you require an accommodation in order to apply for a position, please request assistance from the Human Resources Department.

TOBACCO FREE WORKPLACE POLICY

Williamson County is a tobacco free workplace. The use of tobacco products (e.g., cigarettes, cigars, pipes, snuff, chew, etc.) and Electronic Nicotine Delivery Systems (ENDS) (e.g., vapor, e-cigarettes, etc.) is prohibited on all Williamson County premises. Employees who violate this policy are subject to appropriate disciplinary action up to and including termination of employment.