Deputy Clerk - Clerk of Superior Court

JOB SUMMARY

This position provides clerical, customer service, and administrative support for the operations of the Clerk’s Office and courts.

MAJOR DUTIES

• Files a variety of legal documents; scans documents into database; maintains electronic and hard copy files in accordance with OCGA Title 9 and related volumes.

• Prepares and processes a variety of certified court documents.

• Receives payments for filing fees; processes court-ordered garnishments.

• Schedules court dates and hearings; assists in preparing court calendars.

• Attends court and provides assistance to the Judge and other court officers; retrieves case files; enters orders after court proceedings and provides copies to parties.

• Enters financial dispositions into computerized database; transmits relative information to state agencies; seals and restricts access to documents related to court order for statutory requirements.

• Provides information and assistance to attorneys, law enforcement agencies, and the general public; provides copies of court documents; receives related fees; certifies and/or notarized documents as requested.

• Processes passport applications pursuant to annual recertification.

• Processes notary applications (OCGA 45-17-8).

• Prepares a variety of regular and special reports.

• Answers the telephone and greets visitors; provides information and assistance.

The above cited duties and responsibilities describe the general nature and level of work performed by people assigned to the job. They are not intended to be an exhaustive list of all the duties and responsibilities that an incumbent may be expected or asked to perform. The omission of specific statements of duties or responsibilities 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.

KNOWLEDGE REQUIRED BY THE POSITION

• Knowledge of court policies and procedures pursuant to Titles 15-17 of OCGA and/or Title 9 and related volumes.

• Knowledge of record retention principles and practices.

• Knowledge of computers and job-related software programs.

• Skill in the use of modern office equipment.

• Skill in the provision of customer services.

• Skill in establishing priorities and organizing work.

• Skill in problem solving.

• Skill in interpersonal relations.

• Skill in dealing with the public.

• Skill in oral and written communication.

SUPERVISORY CONTROLS

The Clerk of Superior Court assigns work in terms of general instructions. The supervisor spot-checks completed work for compliance with procedures, accuracy, and the nature and propriety of the final results.

GUIDELINES

Guidelines include court policies and procedures. These guidelines are generally clear and specific but may require some interpretation in application.

COMPLEXITY/SCOPE OF WORK

• The work consists of related clerical, customer service, and administrative duties. Frequent interruptions contribute to the complexity of the position.

• The purpose of this position is to provide support for the day-to-day operations of the court office. Successful performance contributes to the efficiency and effectiveness of court operations.

CONTACTS

• Contacts are typically with co-workers, other county employees, law enforcement personnel, attorneys, judges, real estate professionals, property owners, and members of the general public.

• Contacts are typically to exchange information, resolve problems, and provide services.

PHYSICAL DEMANDS/ WORK ENVIRONMENT

• The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, walking, bending, crouching or stooping. The employee occasionally lifts light and heavy objects and climbs ladders.

• The work is typically performed in an office.

SUPERVISORY AND MANAGEMENT RESPONSIBILITY

None.

MINIMUM QUALIFICATIONS

• Ability to read, write and perform mathematical calculations at a level commonly associated with the completion of high school or equivalent.

• Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.