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Civil Case Management Specialist - Clerk of C
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**Pay is dependent upon qualifications**
JOB SUMMARY
The Civil Case Management Specialist is responsible for the full lifecycle management of civil matters filed in the Superior and State Courts, from initial filing to final disposition and archival. The role requires advanced knowledge of Georgia civil procedure, Uniform Superior Court Rules, statutory filing requirements, electronic case management systems, mandated e-filing processes, case type identification, docketing practices, protective order registry compliance, and the custodial duties imposed on Clerks under O.C.G.A. This position ensures accurate, timely, and lawful processing of all civil actions, supports judges and court staff, communicates with attorneys and self-represented litigants, and maintains the official civil court record.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Civil Case Intake & Classification
- Review and accept civil filings in accordance with USCR 36.10, OCGA 9-11-3, and mandatory e-filing requirements (OCGA 15-6-11).
- Verify proper filing fees, indigency affidavits, service fees, and required civil case initiation forms.
- Correctly classify each filing under required case types (General Civil and Domestic Relations) per Uniform Rules and Judicial Council caseload definitions.
- Assign case numbers according to USCR 36.9, ensuring proper identification by year, case type, and sequence.
- Issue summonses and prepare Sheriff’s Entry of Service when required.
2. Docketing & Case Data Management
- Docket and index all pleadings, motions, orders, subpoenas, discovery, and supplemental filings as required by OCGA 15-6-61.
- Maintain the civil docket so that each action includes all required information (parties, filings, orders, minute references, case events).
- Ensure accurate, timely e-docketing and imaging in coordination with the court’s case management vendor and e-filing portal vendor.
- Update attorney-of-record information, addresses, pro se indicators, and service status.
3. Fee Processing & Financial Compliance
- Calculate, collect, and receipt civil filing fees pursuant to OCGA 15-6-77, including exemptions, post-judgment fees, law library fees, ADR fees, and Sheriff’s service fees.
- Process fees for transfers, late answers, garnishments, and petitions for review.
- Maintain financial accountability as required under OCGA 15-6-83.
4. Service of Process & Returns
- Process and route service packets to the Sheriff or private process servers as selected by filer.
- File and docket Sheriff’s Entry of Service or private service affidavits in compliance with USCR 36.11 and OCGA 9-11-4.
- Monitor deadlines for answers and defaults.
5. Case Monitoring, Calendaring & Case Flow Management
- Support calendar clerks and judges by tracking case readiness under USCR 8, preparing trial calendars, motion calendars, ready lists, and peremptory calendars.
- Monitor deadlines, including answer periods, discovery periods, default periods, and civil disposition requirements.
- Ensure cases are placed on the proper calendars in accordance with judge assignments and local rules.
6. Dispositions, Judgments & Closeout
- Review and file final orders, judgments, dismissals, settlements, and decrees in compliance with OCGA 9-11-58.
- Confirm filing of the civil case disposition form before closing the case.
- Record final orders in minutes or digital formats under OCGA 15-6-62, and ensure proper archival.
- Prepare and issue writs of fieri facias (FiFas), amendments, alias FiFas, and releases per OCGA 9-13-1 et seq.
7. Protective Orders (TPOs & Family Violence Registry)
- Process emergency and ex parte TPO petitions, assign hearings, and coordinate immediate judge review as required by OCGA 19-13-3.
- Issue summonses, route orders to the Sheriff, and provide stamped copies to petitioners.
- Scan, index, and electronically transmit orders to the Georgia Protective Order Registry (SB 57) within statutory deadlines (24 hours).
- Maintain the confidentiality and security of all protective order files.
8. Garnishments
- Process affidavits of garnishment, summonses, and associated filings under OCGA Title 18, Chapter 4.
- Track garnishee answer deadlines and default periods (15- and 45-day rules).
- Maintain disbursement restrictions and ensure statutory waiting periods before releasing funds.
- Issue releases of garnishment when authorized.
9. Transfers
- Process outgoing and incoming transfers of civil cases to and from other courts (Magistrate, State, Probate, Juvenile, and other counties) per USCR 19.1 and OCGA 9-10-52.
- Prepare transfer cost bills, index files, certify completeness, and ensure proper closeout and re-docketing.
10. Appeals & Petitions for Review
- Process appeals to the Georgia Court of Appeals and Supreme Court, including transcript certification and fee collection (OCGA 15-6-80).
- Process Petitions for Review under the Georgia Appellate Practice Act (HB 916), ensuring venue requirements, filing deadlines, service obligations, and records transmission compliance.
11. Vital Records Reporting (Divorce Reports)
- Prepare and transmit monthly divorce, annulment, and dissolution reports to Georgia Vital Records under OCGA 31-10-22.
12. Records Custodianship & Archival Duties
- Maintain digital and physical storage of the official civil record, including mandatory backup requirements under OCGA 15-6-62.1.
- Ensure preservation of minutes, pleadings, orders, and indexes.
- Follow Judicial Branch retention schedules and manage authorized destruction of obsolete records under OCGA 15-6-73.
13. Customer Service & Public Interaction
- Provide accurate procedural information to attorneys, self-represented litigants, agencies, and the public without giving legal advice.
- Assist users with e-filing, public access terminals, and record requests.
- Issue certified copies of civil records, decrees, FiFas, orders, and transcripts.
Regular and predictable attendance is required.
Performs all related work as assigned and/or required.
MINIMUM QUALIFICATIONS REQUIRED
Education and Experience:
Minimum Qualifications
- High school diploma or equivalent required; associate’s or bachelor’s degree in legal studies, criminal justice, or public administration preferred.
- Two (2) years of experience in a Clerk’s Office, law office, or court setting, preferably with civil filings.
- Knowledge of Georgia civil procedure, OCGA Titles 9, 15, 18, and 19, and Uniform Superior/State Court Rules.
- Proficiency with case management systems (e.g., Odyssey or ICON) and Georgia e-filing platforms (e.g., PeachCourt or eFileGeorgia).
- Strong organizational skills, accuracy, and attention to statutory detail.
- Familiarity with appellate processing, petitions for review, or transfer procedures.
Work Environment
- Fast-paced office environment requiring frequent public interaction.
- Extended periods of sitting, standing, data entry, and lifting files up to 20 lbs.
- Strict compliance with confidentiality and statutory record-keeping obligations.
Knowledge, skills, and abilities:
- Knowledge of the court system is a requirement for this position.
- Knowledge of state laws, local orders, and department policies and procedures.
- Knowledge of court case management practices and procedures.
- Knowledge of modern office practices, procedures, and equipment.
- Knowledge of computerized systems for maintaining various records.
- Skill in maintaining accurate court records.
- Skill in decision making.
- Skill in performing basic mathematical calculations.
- Skill in utilizing a computer, calculator, copier, and facsimile machine.
- Skill in interpersonal relations.
- Skill in oral and written communication.
- Ability to understand and carry out oral and written instructions.
- Ability to establish and maintain effective working relationships with co-workers and other circuit/county employees.
- Must be proficient in typing.
- Ability to operate the ICON/CMS360 Case Management System.
- Proficient with Microsoft Office Suite.
- Ability to make decisions in a fast-paced court environment.
- Ability to interact with the public, attorneys, and judicial staff.
- Flexibility with working hours as Court may run past the standard business hours.
Ability to deal tactfully and courteously with other employees and departments.
Ability to communicate clearly and effectively, both orally and in writing.
ADA MINIMUM REQUIREMENTS
Physical Ability:
Essential functions of this position continuously require the ability to remain in a stationary position (sitting or standing); operate a computer and other office machinery, such as a calculator, copier, and printer. Incumbents must continuously be able to think analytically; handle stress and emotion, concentrate on tasks, remember names and other details; examine and observe details; make decisions, and adjust to change. Incumbents must also continuously direct others; meet deadlines; stay organized; use math/calculations and use a keyboard/type.
Essential Functions frequently require the ability to move about inside the office; and move/transport items up to 10lbs.
Essential functions occasionally require the ability to bend body downward and forward by bending spine and legs, and twisting at the waist, hips or knees; reach overhead; push or pull; and repetitively use hands/arms/legs. Incumbents in this position are occasionally required to be on-call and work irregular hours.
Sensory Requirements:
Essential functions regularly require the ability to use effective verbal and written communication; and use of hand/eye coordination and fine manipulation to use equipment.
Environmental Factors:
Essential functions of this position continuously require the ability to either work with others or work alone.
This class specification should not be interpreted as all-inclusive, as it is intended to identify the major responsibilities and requirements of this job. The incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification.
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