Part Time Deputy Clerk

LEE COUNTY, GEORGIA

Classification Specification

Deputy Clerk (7755)
FLSA: Non-Exempt

Purpose of Classification:

The purpose of this classification is to perform clerical work, assist the public, and process documentation associated
with the Probate Court, Magistrate Court, or other assigned area.

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.

Processes a variety of documentation associated with court/department operations, within designated timeframes
and per established procedures.

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

Receives moneys in payment of citations, fees, fines, legal records, filing of cases, certified copies, garnishments, or
other fees/services: calculates appropriate fees; records transactions and issues receipts; enters payments and
disposition into computer; tallies revenues for general account, escrow account, or trust account; prepares bank
deposits and forwards as appropriate; assists in distributing funds to appropriate departments, individuals, or
agencies.

Attends court sessions, hearings, and trials: provides assistance to Judges, Clerk, or attorneys in court; retrieves case
files; prepares case documentation for use in court; and transports files to court on court dates; and administers
oaths to witnesses.

Maintains file system of various records for the court/department: compiles documentation; sorts/organizes

Lee County, Georgia Deputy Clerk

documents and files documents in designated order; retrieves/replaces files; shreds/destroys confidential or
obsolete documents; and 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; and 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.

Assignment to Magistrate Court includes: processing criminal case documentation, such as warrants, subpoenas,
court dates, and dockets; managing pre-warrant hearings, arraignments, and trials, and maintaining criminal court
docket books; transferring cases to other courts; sending documents to attorneys; assisting the public with filing suits
or criminal actions and explaining legal processes; tracking sentenced defendants and prepare compliance reports
for Georgia Criminal Information Center (GCIC); handling bench warrants, rule NISI forms, and related court
documents; processing small claims, dispossessory actions, foreclosures, garnishments, and other civil actions;
entering new claims into the system; assigning court dates; preparing service papers; processing judgments,
dismissals, writs, and bankruptcy stays; maintaining default judgment records and sending notices to involved
parties; filing post-judgment interrogatories; and assisting with abandoned vehicle filings.

Assignment to Probate Court includes: processing and entering traffic citations into the system; collecting payments
for traffic fines; maintaining county birth and death records; issuing certified copies; submitting death certificates;
processing applications for marriage and firearm licenses; verifying supporting documentation; preparing licenses;
reviewing and processing wills presented to Probate Court, ensuring completeness and accuracy; recording wills for
safekeeping and processing related data entries.

Maintains a comprehensive, current knowledge and awareness of applicable regulations, policies and procedures;
maintains an awareness of new equipment, procedures, trends and advances in the profession; participates in
continuing education activities; and attends meetings, workshops and seminars as appropriate.

Processes a variety of documentation associated with department/division operations, within designated
timeframes and per established procedures: prepares, completes, receives, reviews, processes, forwards or retains,
as appropriate, various forms, reports, correspondence, daily reports, monthly reports, licenses, certificates,
calendars, court dockets, index books, court orders, billing statements, ledger sheets, spreadsheets, payments,
citations, license applications, court documents, civil documents, criminal warrants, real estate plats, liens, minute
books, index books, policies, procedures, manuals, directories, reference materials, or other documentation;
compiles data for further processing or for use in preparation of department reports; and maintains computerized
and/or hardcopy records.

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

Operates and utilizes a variety of equipment to complete essential functions: operates a personal computer to enter,
retrieve, review or modify data, utilizing word processing, spreadsheet, database, Internet, e-mail, or other software;
and operates general office or other equipment, as necessary.

Additional Functions:

Lee County, Georgia Deputy Clerk

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
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 Deputy Clerk

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.