Deputy Clerk III - Probate Court (Non-Merit)

Job Code: 33040 Salary Grade: 11 Salary: $19.52/hr - $31.43/hr FLSA: Nonexempt

The purpose of this classification is to perform specialized administrative duties and process complex legal documents in support of assigned court functions and provide lead guidance, direction and training to less experienced Deputy Clerks.

Essential Functions:

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.

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; provides technical expertise; and assists with training and instructing co-workers regarding operational procedures and proper use of equipment.

Performs 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; assists in preparing, receiving, responding to, and processing subpoenas, court orders, hearings, continuances, bench and probation warrants, case initiation documents, case dispositions, citations, deeds, and other legal documents; receives and date stamps legal documents; distributes and submits information and legal documents to appropriate parties; reviews, verifies, records and files documentation and records; and creates spreadsheets and reports of activities.

Enters data from court and legal documents into computer systems, databases and applications; scans, indexes and records court case information and legal documents; audits and reviews data for accuracy; updates case disposition information; and maintains accurate records and filing systems.

Performs accounting duties specific to assignment; reviews, prepares and maintains financial documents, pay requests, budget amendments, purchase requisitions, support payments, and invoices; submits invoices for payment; investigates and resolves billing discrepancies, claims and questions; communicates with vendors and service providers regarding billing issues; performs balancing and disbursement of funds; and reconciles bank statements.

Coordinates and processes purchasing activities; coordinates with vendors for products or services; determines and communicates specifications; prepares and submits requisitions and purchase orders; monitors status and accuracy of purchase requisitions; and serves as department purchasing card representative.

Performs related duties; participates in special projects as requested by assigned judge; coordinates staff activities with those of other units or divisions; 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 Nisei's; closes court-ordered cases; prepares, signs/stamps, and mails out legal documents to all involved parties; and signs documents as Deputy Clerk of the Court as required.

Performs a variety of court calendar functions; schedules dates and times for hearings, motions, and trials; communicates instructions regarding paperwork and court appearance/process; records case numbers in court date/time logbook; prepares calendar for publication; and reviews weekly court calendar to ensure accuracy.

May coordinate work of assigned personnel relating to prospective jurors; directs jury commissioners to reconstitute jury boxes; ;and provide the courts with qualified jurors in accord with applicable federal, state, and local laws.

May provide jury statistics concerning current jury box; implement changes to jury programs; generate various departmental reports as they pertain to job duties; distribute various reports to other county departments; review and study Georgia code in regards to jury information; notify jurors by mail when they are to report; instruct coworkers in regards to policy changes.

Minimum Qualifications: High school diploma or GED required; three years of experience processing legal documentation, supporting court functions, office administration, or legal or court related experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Specific License or Certification Required: May be required to possess and maintain affirmation as a sworn Deputy Clerk of the Court and Notary Public Certification; and according to area of assignment, may be required to possess and maintain a valid Georgia driver’s license. this job.