Deputy Clerk

The purpose of this classification is to perform clerical work, assist the public, and process documentation associated with the Clerk of Court, Magistrate Court, Superior Court, Probate Court, or other court, department, or area as assigned.

The following duties are normal for this position.  The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.  Other duties may be required and assigned.

Processes a variety of documentation associated with court/department operations, within designated timeframes and per established procedures.

Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; initiates and returns calls as necessary.

Performs customer service functions; provides information/assistance regarding court/department activities, services, procedures, documentation, fees, case status, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution.

Assists the public in researching information and obtaining copies of County records, such as recorded documents, plats, real estate records, case records, or other County records; prepares certified copies of various legal documents; distributes, faxes, or mails various documentation as requested.

Receives moneys in payment of citations, fees, fines, legal records, certified copies, bonds, or other fees/services; calculates appropriate fees; records transactions and issues receipts; enters payments and disposition into computer; counts and maintains cash drawer; balances revenues and forwards revenues as appropriate.

Maintains file system of various records for the court/department; compiles documentation; scans file documents into computerized file system; prepares and sets up hardcopy files; sorts/organizes documents and files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record retention.

Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, case management, calendar, Internet, e-mail, or other programs.

Records and indexes real estate deeds/documents, including quit claim deeds, security deeds, warranty deeds, fi-fa’s, plats, liens, lien cancellations, judgments, UCC forms, or other documents; examines security deeds to determine whether intangibles apply; scans deeds and prints for placement in deed books; stamps documents with book/page numbers; cross-references deeds; creates and generates indexes for general lien and execution dockets; prepares month-end reports to break down county/state intangible taxes.

Processes state misdemeanor cases; receives accusations and bond sheets to build cases; prepares cases for court dates.

Enters warrants and civil suits into computer; files documentation with appropriate cases; sets court dates, mails notices, and notifies parties involved of any changes; mails copies of judgments; types warrants or documents for service by sheriff and submits to sheriff’s office.

Processes petitions to execute estates of deceased persons and guardianships of minors and incapacitated persons; records proceedings; issues certified copies as needed.

Maintains County birth records and death records; issues certified copies of birth/death records.

Processes applications for marriage licenses, firearm licenses, passports, or notary public appointment; issues and records licenses/certificates; issues certified copies.

Assists the public in filing small claims, dispossessories, garnishments, and warrants.

Prepares and submits data/reports pertaining to Superior Court, misdemeanor, and traffic cases to Georgia Crime Information Center.

Processes civil, criminal, and juvenile cases; creates files for each case and places cases on dockets; prepares cases for arraignment; disposes cases in computer after court and distributes disposition reports; reviews and verifies bench warrant cases before sending to sheriff’s office to prevent errors; mails license suspensions to Department of Public Safety; reports felonies to Secretary of State; maintains notes of juvenile sentences.

Facilitates court activities; schedules court dates to new/old cases; prepares and distributes court calendars; coordinates with judges, district attorney, solicitor, attorneys, and others to prepare cases for court; scans court cases and court orders issued by judges into computer; prepares appeals and issues summons/subpoenas; prepares minutes of indictments, court-imposed fines, or other actions; transfers cases to other courts as appropriate.

Assists Judge in court; organizes cases prior to hearings; ensures availability of case files with all necessary documentation for Judge’s review; attends court proceedings for jury trials, arraignments, motions, sentencing, or revocations; participates in jury coordination, including striking jurors or placing jurors on panels.

Coordinates calendar activities for the court/department; schedules court hearings, trial dates, appointments, meetings, or other activities; distributes calendars to appropriate parties; updates calendars on a regular basis and notifies parties involved of changes.

Types, prepares, or completes various forms, reports, correspondence, lists, intangible reports, warrants, orders, subpoenas, probation revocations, calendars, or other documents.

Receives various forms, reports, correspondence, logs, lists, payments, deeds, affidavits, citations, statement of claims, invoices, court calendars, legal documents, deed books, catalogs, laws, regulations, ordinances, policies, procedures, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.

Conducts research of department files, court/legal records, database records, hardcopy materials, Internet sites, or other sources as needed.

Performs general/clerical tasks, which may include making copies, sending/receiving faxes, distributing documentation sorting/distributing incoming mail, opening/processing mail, or processing outgoing mail through postage machine.

Performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.

Communicates with supervisor, employees, other departments, County officials, Court officials, court personnel, attorneys, realtors, financial institutions, vendors, the public, state/federal agencies, outside agencies, the media, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Maintains confidentiality of departmental documentation and issues.

ADDITIONAL FUNCTIONS

Provides assistance to other employees or departments as needed.

Performs other related duties as required.

High school diploma or GED; supplemented by one (1) year previous experience and/or training involving court procedures, general office work, customer service, cashiering, basic bookkeeping, record/file maintenance, personal computer operations, and experience in court/department of assignment; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. May require possession and maintenance of valid State of Georgia Notary Public certification.