ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Greet and assist public/court personnel at the window.
• Answer incoming calls for the Court Services Division
• Handle daily mail: civil paper mailers, mail service sheets for civil papers, and mail subpoenas to out of county officers/civilians.
• Prepare Jail Division paperwork.
• Maintains files according to state certification standards.
• Scan/enter daily courthouse personnel paperwork (statistics)
• Record monthly DOR’s.
• Maintain and update Organizational Chart as needed.
• Maintain eviction calendar.
• Receive civil and criminal court documents.
• Receive money for civil process and eviction services.
• Record court information for all civil process documents in Sheriff’s Office records management system.
• Return civil process documents served to appropriate party.
• Process monthly Order of Protection Validations reports.
• Maintain hard files of all Hall County Orders of Protection.
• Maintain regular communication with Civil Process deputies and clerk’s office reference legal process.
• Answer inquiries and provide procedural information about civil processes to the general public, various courts, attorneys, law enforcement agencies, and co-workers by email, phone, or in-person.
• Process paperwork in compliance with established procedures or regulations.
• Prepare and maintain standard records to include forms, filing paper documents, saving, and updating copies of documents to electronic files.
• Receive complaints or inquiries and direct those to the appropriate staff.
• Provide notarization services to Sheriff’s Office employees and general public.
• Assist with training of newly hired employees.
• Cross-train on essential functions of other positions.
• Performs all other duties as assigned.

MATERIALS AND EQUIPMENT USED:

Personal Computer Copier Fax Machine Scanner

MINIMUM QUALIFICATIONS REQUIRED:

Education and Experience:

High School diploma or G.E.D. supplemented with coursework in typing and bookkeeping.

Five years administrative experience.

Any equivalent combination of education and experience which provides the minimum level of qualifications stated above.

Licenses and Certificates:

Knowledge, Skills, and Abilities:

Comprehensive knowledge of office terminology, procedures and equipment and of business arithmetic and English.

Knowledge of the operations and functions of various county departments.

Knowledge of departmental services, programs, operating rules, regulations and procedures.

Knowledge of budgetary and accounting practices and procedures to include skill in monitoring expenditures.

Skill in maintaining complex clerical records and in preparing reports from such sources.

Skill in preparing correspondence on routine matters and performing routine office management tasks independently.

Ability to deal tactfully and courteously with the public and other employees.

Ability to handle and dispose of complaints, requests for information and delegated administrative details.

Knowledge of Microsoft Office Suite and Adobe Reader

ADA Minimum Qualifications:

Physical Ability: Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing);operate a computer and other office machinery, such as a calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type.

Essential Functions frequently require the ability to move about inside the office; and move/transport items up to 10lbs.

Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours. 

Sensory Requirements: Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment.

Environmental Factors: Essential functions of this position continuously require the ability to either work with others or work alone. 

This class specification should not be interpreted as all inclusive. It is intended to identify the major respon­sibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specifica­tion.