Deputy Court Clerk II

SUMMARY: This position involves coordinating the court docket, assisting the Judge with court proceedings, receiving court fees and fines, typing court documents, processing court cases and maintaining court records in accordance with prevailing laws, policies, and procedures. The incumbent will respond to inquiries from the general public and other local and state agencies regarding Magistrate Court's business. The incumbent is deputized to sign and certify certain legal documents and serves in the courtroom.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Duties include but are not limited to:

• Perform legal research, including, but not limited to researching laws and preparing legal documents
• Assisting the general public with questions relating to Magistrate Court and civil actions
• Responding to inquiries from the general public, attorneys, and other law enforcement agencies regarding Magistrate Court cases
• Collecting, receipting, and balancing money received for cases; and preparing monies for bank deposit
• Composing and typing correspondence on behalf of the Magistrate Court
• Receiving incoming mail; forwarding correspondence to the Judge and typing correspondence and other documents as requested by the Judge
• Preparing outgoing mail:
• • Depositing mail into mailbox
• Typing a variety of documents such as court calendars, correspondence, contempt letters, reschedule notices, et cetera
• Establishing and maintaining files and performing other routine clerical duties
• Administering oaths
• Assisting the public in processing all new civil actions including filing suits, dispossessory, garnishments, foreclosures of personal property, post judgment interrogatories, motions, traverses, et cetera
• Scheduling civil court dates for abandoned vehicles, traverses, show cause hearings on motions for contempt, and other motions
• Mailing notices of hearing to all parties
• Organizing court cases in numerical order and typing the court calendar
• Attending court with and recording all decisions made by the Judge into the docket book. Typing decisions and mailing to both parties
• Maintaining civil dockets:
• • Recording information in database management system
  • Filing all pleadings and notes of all disposition cases
• Maintaining files for each case; filing all returns of service, all answers, and any other correspondence relating to the case
• Preparing all judgments and FIFAs issued by the Judge
• Retrieving files for public inspection and certifying records upon request
• Preparing cases for transfer to other counties or to other courts upon request or by order of the Judge
• Docketing and assigning a case number to citations issued for county ordinance violations; preparing and maintaining citation files, collecting and receipting fines on ordinance violation cases, entering the information into appropriate receipt book and into the receipt board
• Typing court calendar for county ordinance violations and preparing paperwork needed for court
• Transferring all finalized cases and cases of county ordinance violations to State Court when defendants request a jury trial
• Receiving citations:
• • Calculating fine amount
  • Entering information in court docket
  • Preparing court docket for Magistrate Court
• Sending court cases, reports, files, and other information to other courts and agencies as required by laws and existing procedures
• Balancing cash receivables with ledger recordings and other paperwork to ensure accuracy of transactions
• Attending court and performing a variety of duties including recording disposition of cases on citations and accepting fines
• Issuing contempt of court letters and generating warrants as authorized by Judge
• Examining legal documents submitted to court for adherence to law or court procedures, preparing case folders, and posting, filing, or routing documents
• Securing information for judges, and contacting witnesses, attorneys, and litigants to obtain information for court; and instructing parties when to appear in court
• Performing other duties as assigned

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM EDUCATION and/or EXPERIENCE:

• High school diploma or General Educational Development Certificate (GED)
• Two years professional, legal, or paralegal related work experience or one year of experience as a law clerk
• An equivalent combination of education and experience may be considered
• Must be computer literate, with proficiency in MS Office Suite

ELIGIBILITY REQUIREMENTS:

• Must be 18 years of age or older
  

CERTIFICATES, LICENSES, REGISTRATIONS:

• Possess and maintain a valid Georgia Driver's License (Class C) and a satisfactory motor vehicle record (MVR) if assigned job duties requiring the use of a vehicle
• Incumbent must be deputized to sign and certify certain legal documents

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of or ability to learn county and department operations, ordinances, policies, procedures, terminology, and materials as they relate to assignment
• Knowledge of or ability to learn applicable state, federal, state, and local codes and ordinances, laws, rules, and regulations as they relate to assignment
• Knowledge of administrative and bookkeeping principles, practices, standards, terminology, and software
• Knowledge of business English, spelling, grammar, and legal terminology
• Knowledge of court systems, rules, practices, and procedures; documents, regulations, and state laws related to assigned court/legal office
• Knowledge of all functions of the assigned court/legal office and related legal procedures to facilitate referrals and provide information
• Knowledge of modern court/legal office practices, methods, and equipment
• Skill in creating, maintaining, and organizing accurate, detailed, and complete records in accordance with standard record-keeping/filing/docketing procedures
• Skill in effective interpersonal and public relations and customer service; excellent oral and written communication skills to satisfactorily resolve conflicts and issues, and to explain established policies and procedures to employees and the general public
• Skill in performing tasks which require attention to detail, and completing assigned jobs efficiently and correctly
• Skill in planning, prioritizing, and organizing work; ability to handle multiple work assignments and deadlines efficiently, accurately, and professionally
• Skill in transcribing tapes if required by assignment
• Skill in the use of personal computers, MS Office Suite, databases, spreadsheets, and word processing; typing and entering data into a computer system accurately and efficiently, 35 words per minute minimum
• Ability to apply common sense to understand, follow, and complete verbal and written instructions
• Ability to communicate and interact clearly and effectively with all those contacted in the course of work in a professional and courteous manner, both orally and in writing; establishing and maintaining effective, professional, and cordial working relationships
• Ability to handle confidential information professionally and to exercise discretion in performing assigned job duties; inability to maintain confidentiality will be grounds for dismissal
• Ability to make sound, independent decisions within policy guidelines by exercising good judgment and intelligent situation-assessment
• Ability to provide instruction and direction; effective leadership skills; ability to train, supervise, and motivate staff
• Ability to read, analyze, interpret, and comprehend a variety of documents such as memos, instructions, correspondence, technical reports, legal documents, ordinances, governmental policies and procedures, budgets, tables, professional articles, et cetera as they relate to assignment
• Ability to remain composed, professional, and pleasant in a stressful, fast-paced, high-volume environment
• Ability to research, analyze data, and compile information to create clear and concise reports, records, correspondence, legal documents, business correspondence, reports, policies, and other written material
• Ability to resolve routine and non-routine problems and complaints by applying or adapting established policies and procedures
• Ability to work in a team setting
• Ability to work independently in the absence of specific instructions or direct supervision
  

Employment Opportunities (Section 13-50)

“ The recruitment, selection, appointment and promotion of employees shall be in such a manner as to promote equal employment for all persons without regard to race, age, color, creed, religion, ancestry, gender, national origin, physical handicap or political affiliation or sexual preference.”