Chief Deputy Clerk

LEE COUNTY, GEORGIA

Classification Specification

Chief Deputy Clerk-Magistrate Court (7755)
FLSA: Non-Exempt

Purpose of Classification:

The purpose of this classification is to supervise and coordinate office operations of Magistrate Court, including
performing clerical work, assisting the public, and processing documentation associated with Magistrate Court.

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.

Supervises, directs, and evaluates assigned staff, processing employee concerns and problems, directing work,
counseling, disciplining and completing employee performance appraisals; conducts staff training activities.

Coordinates daily work activities; organizes, prioritizes, and assigns work; monitors status of work in progress and
inspects completed work; confers with assigned staff, assists with complex/problem situations, and provides
technical expertise.

Performs office management functions; coordinates daily activities of assigned department; monitors status of
projects/workflow and troubleshoots problem situations to ensures efficient operations; works to independently resolve
problems and initiates appropriate action/response; coordinates processing of a variety of documentation associated with
court/department operations within designated timeframes and per established procedures.

Provides administrative/clerical support for assigned court and Judges; relieves Judge of routine administrative details;
screens telephone calls, incoming mail, and email messages, and responds as appropriate; routes matters requiring
action by other personnel; prepares correspondence for signature by Judge; follows up on action by other staff on behalf
of Judge; maintains calendar of appointments, meetings, court sessions, or other activities.

Prepares a variety of month-end reports and quarterly reports; ensures timely submission of required reports to
appropriate agencies or individuals.

Performs customer service functions by telephone, by mail, and in person; provides information/assistance regarding
court/department activities, services, procedures, documentation, fees, case status/disposition, or other issues; distributes

Lee County, Georgia Deputy Clerk

forms and documentation; responds to routine questions or complaints; researches problems/complaints and initiates
problem resolution.

Receives moneys in payment of fees, fines, legal records, filing of cases, certified copies, garnishments, restitution, or
other fees/services in person or by mail; calculates appropriate fees; records transactions and issues receipts; enters
payments and disposition into computer; maintains court money boxes; tallies all monies collected by the court; prepares
bank deposits and forwards as appropriate; writes garnishment checks, restitution checks, and other checks; enters
disbursement amounts.

Attends court sessions, hearings, and trials and assists Judges or attorneys in court; reviews court dockets; assists in
updating and maintaining docket books; retrieves case files, prepares case documentation for use in court, and transports
files to court on court dates; administers oaths to witnesses.

Processes criminal case documentation for Magistrate Court; prepares fraud warrants and fraud citations; assigns court
dates; enters case data into computer and in docket books; prepares subpoenas for witnesses to appear in court; contacts
attorneys to set up court dates; mails/faxes defendant files, notices, and related documentation to attorneys; sends copies
of warrant releases, orders, hearing notices, and related documentation to jail; prepares pre-warrant hearings, committal
hearings, arraignments, and trails; prepares court dockets for criminal court and maintains criminal court docket book;
prepares misdemeanor warrants and felony warrants.

Assists the public in filing suits or bringing criminal actions in Magistrate Court; explains legal forms and procedures;
prepares weekly reports of new warrants; makes copies of new warrants; sends reports of each new warrant to District
Attorney’s Office; explains sentences to individuals sentenced under Magistrate Court and establishes schedule of
payments and/or days they are required to report in; tracks sentenced defendants who remain under direct supervision of
Magistrate Court as part of their sentence; completes OBTS reports of cases tried in Magistrate Court for submittal to
Georgia Criminal Information Center (GCIC); prepares bench warrants or Rule NISI forms on individuals not reporting
as scheduled in their sentence; sends case file documents to Superior Court and attorneys for case transfers to Superior
Court.

Assists the public in preparing and filing small claims, dispossessories, foreclosures, garnishments, and trover actions;
enters new claims into computer; prepares entry service papers for sheriff service, and mails returned service papers to
plaintiffs; enters requests for judgments; prepares judgments for signature by Judge; prepares and enters bankruptcy stays;
dockets files numbered on paper and in computer; writes monthly checks for plaintiffs and enters disbursements into
system; assigns court dates, prepares hearing notices, and mails notices to defendants, plaintiffs, and attorneys; enters
default dates into computer upon return of service papers; mails letters of default to plaintiffs; prepares motions for
dismissals, fifa’s, judgments, and writs; files post judgment interrogatories and prepares service papers; mails consent
judgment letters to plaintiffs for defendants’ attempts to reach agreement; files abandoned vehicles.

Processes payroll documentation; receives time sheets, reviews for accuracy, and researches discrepancies; submits time
sheets for payment.

Operates a personal computer, general office equipment, or other equipment as necessary to complete essential functions,
to include the use of word processing, spreadsheet, database, court system, e-mail, Internet, or other computer programs;
performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink,
or toner.

Types, prepares, or completes various forms, reports, correspondence, monthly/quarterly reports, payables reports,
garnishment reports, claim reports, foreclosure reports, judgment reports,

deposit sheets, checks, cash journal, calendars, court dockets, court orders, dismissals, judgments, motions, writs, ledger
sheets, spreadsheets, or other documents.

Receives various forms, reports, correspondence, payments, court orders, court documents, court dockets, minute books,
index books, policies, procedures, manuals, directories, reference materials, or other documentation; reviews, completes,
processes, forwards or retains as appropriate.

Lee County, Georgia Deputy Clerk

Maintains file system of various records for the court/department; compiles documentation; sorts/organizes documents
and files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents;
conducts records maintenance activities in compliance with guidelines governing record retention.

Conducts research of department files, court/legal records, database records, hardcopy materials, Internet sites, or
other sources as needed.

Monitors inventory of department equipment and supplies; ensures availability of adequate materials to conduct work
activities; initiates orders for new/replacement materials.

Performs general/clerical tasks, which may include making copies, sending/receiving faxes, distributing
documentation, sorting/distributing incoming mail, opening/processing mail, or processing outgoing mail.

Communicates with supervisor, employees, other departments, law enforcement personnel, Judges, court personnel,
attorneys, the public, state/federal agencies, outside agencies, and other individuals as needed to coordinate work
activities, review status of work, exchange information, resolve problems, or give/receive advice/direction.

Maintains confidentiality of departmental documentation and issues.

Maintains a comprehensive, current knowledge of applicable laws/regulations; reads professional literature; maintains
professional affiliations; attends workshops and training sessions as appropriate.

Additional Functions:

Performs other related duties as required.

Minimum Qualifications:

High school diploma or GED required; supplemented by one year of experience in general court procedures, general
office work, customer service, cashiering, basic bookkeeping, record/file maintenance, or data entry ; or any
equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and
abilities for this job.

Specific Licenses or Certifications Required: Operation of Georgia Crime Information Center (GCIC) system requires
possession of GCIC Terminal Operator certification.

Specific Knowledge, Skills, or Abilities: Must be able to demonstrate proficiency in performance of the essential
functions and learn, comprehend, and apply all County or departmental policies, practices, and procedures necessary
to function effectively in the position.

Performance Aptitudes:

Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising
discretion in determining data classification, and in referencing such analysis to established standards for the purpose
of recognizing actual or probable interactive effects and relationships.

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 operate, maneuver and/or control
the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and

Lee County, Georgia Deputy Clerk

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 exercise judgment, decisiveness and creativity in situations involving
evaluation of information against measurable or verifiable criteria.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving
evaluation of information against measurable or verifiable criteria.

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,
taste, odor, 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.

Lee County, Georgia 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.