Chief Clerk of Court

The Position

The Chief Clerk of Court is responsible for the strategic leadership, supervision, and management of all non-judicial administrative functions of the Municipal Court. This position ensures compliance with all applicable local, state, and federal regulations, oversees daily operations, manages Deputy Clerks and Police Records Clerks, and acts on behalf of the Director and Deputy Director in their absence. This role requires a high level of discretion, organization skills, and knowledge of court procedures and legal terminology.

Distinguishing Characteristics: This position oversees daily court operations, supervises staff, and ensures compliance with judicial procedures, legal requirements, and administrative policies under the direction of the Municipal Court Judge.

Duties

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.

Assist Director and Deputy Director with planning and implementing changes to written policies and procedures arising from changes in State Statutes, City ordinances or resolutions, and Court rules and management policy helps to ensure that the Municipal Court Operations Manual is updated accordingly.

Assist Director and Deputy Director with the interview, selection, and hiring processes for all non-judicial positions.

Assist Director and Deputy Director in preparing and updating position descriptions. Prepare and maintain management evaluation material for deputy clerk of court and police records clerk.

Prepare a variety of documents which may include correspondence, memoranda, notice of change, reports, certificates, warrants, purchase requisitions, court orders, pay slips, travel requisitions, questionnaires, confirmations, permits, forms, notice; forwards to appropriate individual/department; may issue notice or summons as appropriate

Supervise personnel functions of deputy clerk of court and police records clerk related to time entry, payroll and benefit adjustments, new employee orientation, and personnel file contents and personnel-related issues.

Oversees record management including computer operations, record retention, record-keeping and reporting of court minutes.

Enter, update, and verify a variety of computerized data in the court’s case management system; ensure the accuracy and completeness of records; identify and correct errors as appropriate.

Assists Director and Deputy Director in the financial aspects of court operations including the collection, receipt, and accounting of fees, fines, bonds and escrow funds.

Maintains a comprehensive, current knowledge and awareness of applicable laws/regulations; maintains an awareness of new trends. Advances in the profession; reads professional literature; maintains professional affiliations; attends meetings, workshops and training sessions as appropriate.

Assists in preparing annual reports for local and state agencies, assists with auditing procedures of staff to ensure work processes are adequate.

Assists in the timely and accurate fulfillment of Open Records Act (ORA) requests in accordance with the Georgia Open

Records Act (O.C.G.A. § 50-18-70 et seq.), ensuring confidentiality and compliance with all applicable laws.

Answers telephone, email and fax request and responds to questions/complaints, takes messages and/or refers to appropriate personnel, department, or agency.

Assist the Director and Deputy Director with strategic planning initiatives aimed at improving operational efficiency, service delivery, and long-term court administration goals.

Monitor National and State crime information systems (GCIC/NCIC) and perform data inquiries on driver’s licenses, vehicle registration, criminal histories, and outstanding warrants related to Municipal Court cases.

Coordinate with the Police Department’s Terminal Agency Coordinator (TAC) for GCIC system access, compliance, training, and security procedures; ensure all usage complies with Georgia Bureau of Investigation (GBI) and FBI standards.

Additional Functions:

Receives and distributes mail; files as appropriate; logs and retrieves voice mail messages.

May transcribe proceedings or meetings as directed.

Performs other related duties as required.

Minimum Qualifications

Minimum Qualifications:

Associate’s degree in Business Education, Computers, General Office Administration, Court/Police Functions or related field preferred; additionally, three (3) years previous experience and/or training that includes accounting, secretarial, administrative, clerical, general office, and computer skills required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Experience in a high-performance court a plus.

Supervisory Responsibilities

Manages subordinate managers and supervisors. Is responsible for the overall direction, coordination, and evaluation of these units. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Specific Licenses or Certifications Required: Must possess and maintain a valid Georgia driver’s license. Must have and maintain GCIC certification.

Core Competencies & ADA Compliance

Job Knowledge & Analytical Skills – Demonstrates expertise in court operations; applies sound judgment and analytical thinking to resolve complex issues.

Leadership & Teamwork – Provides clear direction, fosters collaboration, and motivates staff toward achieving departmental goals.

Communication – Communicates effectively both verbally and in writing; listens actively and conveys information clearly and professionally.

Customer Service – Responds promptly and courteously to internal and external inquiries; maintains professionalism in all interactions.

Technology Proficiency – Utilizes technology efficiently to manage records, streamline processes, and improve productivity.

Problem Solving & Decision Making – Identifies issues, evaluates alternatives, and implements effective solutions in a timely manner.

Planning & Organization – Prioritizes tasks, manages multiple responsibilities, and ensures work is completed accurately and on schedule.

Adaptability & Change Management – Adjusts effectively to changing priorities, procedures, and technologies while maintaining quality and efficiency.

ADA Compliance:

Physical Ability: The physical demands described here are representative of those that must be met by
an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is frequently required to sit; use hands to finger, handle, or feel and talk or hear. The employee is occasionally required to stand; walk and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds.

Sensory Requirements: The noise level in the work environment is usually quiet.

Environmental Factors: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this Job, the employee is occasionally exposed to wet and/or humid conditions; moving mechanical parts; extreme cold and extreme heat; airborne particles and toxic or caustic chemicals.

The City of Albany, GA is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Town will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

Employer Paid: Vacation Pay, Sick Pay, Holiday Pay, Medical Insurance, Dental Insurance, Life Insurance, Defined Benefit Retirement Plan

Optional:Vision Insurance, Short Term Disability Insurance, Long Term Disability Insurance, 457(b) Plan

Whole Life Insurance, Critical illness Insurance, Discounted YMCA Membership