DEPUTY CLERK - CLERK OF COURTS

JACKSON COUNTY, GEORGIA
CLASSIFICATION SPECIFICATION

CLASSIFICATION TITLE: DEPUTY CLERK - CLERK OF COURTS

PURPOSE OF CLASSIFICATION
The purpose of this classification is to perform clerical and administrative duties necessary in providing assistance to the Board of Equalization, public, in ensuring the correct forms and paper work are provided and performing routine clerical support activities in support of the court. Performs specific duties based on area of assignment.
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.

BOE
Receives appeals from Tax Assessors Office and prepares documents and files for hearings.
Generates schedule for hearings, reserve rooms, assigns BOE members for each day, complete and mail appointment letters, attends hearing, prepares, presents or mails decision letters to taxpayer, reschedules appointments if necessary.
Answers or returns phone calls daily to taxpayers for assistance with questions.
Completes files daily from hearings and prepares reports for BOE Administrator.
Prepare weekly payroll sheet and submit to Finance for BOE members.
Performs other duties as necessary for the BOE as statutorily required.

Civil/Criminal Court
Receives, processes, and maintains a variety of civil or criminal court-related documents; reviews documents to determine if meet proper criteria and explains court documents; maintains case file information, which may include: determining general case categories; making docket entries; assigning case numbers; data entering case file and/or other related information into the computer; and/or, performing other related activities.

Performs routine clerical duties, which may include: making copies, answering phones, taking messages, faxing paperwork, processing notary applications, filing, notarizing documents, processing mail, maintaining court calendars, micro-filing/ scanning files, and/or performing other related activities.

Attends court on a weekly basis for hearings, trials, calendar calls and any other court related matters.

Responds to requests for information from the public, attorneys, law enforcement, and/or other interested parties regarding basic court information; conducts basic research on warrants, criminal histories, and/or other related information.

Real Estate
Receipts, reviews and records real estate transactions for the County including plats, deeds, liens, and UCCs.

Separates liens into groups and writes receipts, runs and indexes liens, add new liens or modify existing liens, and cross-references liens to reflect cancellations or Nulla Bonas.

Separates UCC’s into groups and write receipts daily.

Assists attorneys and the general public with questions about property deeds and plats; accepts and processes various related legal documents.

Scans and assigns book and page numbers to deeds; scans and indexes all UCC financial statements; corrects deeds after proofing; mails deeds after recording.

Records deeds: inspects deeds for accuracy, copies deeds, stamps copies, enters deed data to the computer, maintains deed books, and copies warranty and quit-claim deeds for the Tax Commissioner's Office.

Records plats: copies plats for the Tax Assessor’s Office, records plats in the appropriate plat books, and indexes plats in the plat books and general plat index book.

Records financial statements, enters information from statements to the computer and real estate records as appropriate.

Date stamps real estate documents.

Accountable for Real Estate filing fees and monies handled though the Clerk’s Office.

Operates a personal computer, printer, copier, scanner, fax, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software.

ADDITIONAL FUNCTIONS
Performs other related duties as required.

MINIMUM QUALIFICATIONS
Requires a high school diploma or GED with vocational or technical school training in general business studies, office management, bookkeeping or related field and a minimum of one year of experience in office administration, records maintenance, and bookkeeping activities; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

PERFORMANCE APTITUDES

Data Utilization: Requires the ability to determine, calculate, tabulate, or summarize data/information. Includes performing subsequent actions in relation to these computational operations.

Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to start, stop, operate and monitor the functioning of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference and descriptive data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Functional Reasoning: Requires the ability to carry out instructions furnished in written, oral, or diagrammatic form. Involves semi-routine standardized work with some latitude for independent judgment concerning choices of action.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change.

ADA COMPLIANCE
Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station.

Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds, depth, texture, and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

Jackson County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.