Sr. Deputy Court Clerk- Clerk of Superior Court

SALARY: $44,581.89-$46,581.89 Annually

SUMMARY : This position is responsible for filing criminal indictments and civil cases, grand jury presentments, issuing grand jury summonses, payment of grand jurors, providing assistance to the public, and performing duties necessary to act as custodian of court records. Major functions of the job include docketing cases, assigning cases to judges, scheduling cases to non-jury calendar and preparing calendar, collection of fines and fees, disbursements of monies collected in accordance with state laws, monthly reports, data entry, preparation of cases for court, attending court, processing appeals, jury management, issuing subpoenas, transmitting all required reports and case dispositions to state agencies, and customer service. The incumbent is deputized to sign and certify certain legal documents and serves in the courtroom.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Duties include but are not limited to:

· Assisting the public and attorneys with all matters pertaining to Superior Court policies and procedures:

o Scheduling court cases and resolving filing inquiries or problems as authorized

o Providing the public with information, photocopies, and microfiche copies of court records

o Collecting and receipting monies

o Entering details into computerized accounting system

· Filing indictments and accusations

o Docketing and files all criminal/civil pleadings in permanent record books

o Entering case information into computer

o Recording and indexing court cases

o Verifying accuracy against permanent files

· Entering all case information into computerized system; ensuring accuracy of permanent records against computer generated reports by pulling files and checking against report and reconciling inaccurate data

· Filing and maintaining Superior Court cases in the criminal/civil division; coordinating case information with external agencies as prescribed by law

· Preparing all case files and documentation for judges and attorneys, may assist in jury management; recording and maintaining lists of jurors, status, and time served

· May document court case outcomes including sentencing; preparing and sending out certified copies for required state agencies

· Assisting attorneys, probation departments, law enforcement agencies, etc., with record checks

· Attending jury and non-jury court in criminal/civil cases; maintaining files and all related documents; and handling jury management

· May process warrants presented to Grand Jury and matches with indictments, filing Grand Jury presentments and distributing to the media for publication

· Collecting, recording, and accounting for fines and assessments in criminal/civil cases, disbursing in accordance with state laws, preparing detailed monthly reports of monies collected and dispersed

· Processing all requests for appeals to the Court of Appeals and the Supreme Court:

o Receiving appeals

o Completing required forms

o Preparing cost statements

o Recording and copying documents

o Forwarding to appropriate court

· Issuing and signing summons, certified copies, subpoenas, exemplified copies, and other legal documents

· Processing notary public and passport applications

o Ensuring proper identification of applicant and collecting and receipting fees associated with this service

o Processing other legal documents

· Assigning cases to a Judge in the Superior Court and setting the court calendar based on specified criteria; preparing and mailing calendar; recording and indexing court cases; filing pleading, updating cases as necessary, and issuing receipts

· Performing other duties as assigned

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

MINIMUM EDUCATION and/or EXPERIENCE:

· High school diploma or General Educational Development Certificate (GED)

· Five years professional, legal, or paralegal related work experience

o Preferred – accounting

· An equivalent combination of education and experience may be considered

ELIGIBILITY REQUIREMENTS:

Must be 18 years of age or older

CERTIFICATES, LICENSES, REGISTRATIONS:

· Possess and maintain a valid Georgia Driver's License (Class C) and a satisfactory motor vehicle record (MVR) if assigned job duties requiring the use of a vehicle

· Incumbent must be deputized to sign and certify certain legal documents

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of or ability to learn county and department operations, ordinances, policies, procedures, terminology, and materials as they relate to assignment
• Knowledge of or ability to learn applicable state, federal, state, and local codes and ordinances, laws, rules, and regulations as they relate to assignment
• Knowledge of administrative and bookkeeping principles, practices, standards, terminology, and software

· Knowledge of business English, spelling, grammar, and legal terminology

• Knowledge of court systems, rules, practices, and procedures; documents, regulations, and state laws related to assigned court/legal office
• Knowledge of all functions of the assigned court/legal office and related legal procedures to facilitate referrals and provide information
• Knowledge of modern court/legal office practices, methods, and equipment
• Skill in creating, maintaining, and organizing accurate, detailed, and complete records in accordance with standard record-keeping/filing/docketing procedures
• Skill in effective inter-personal and public relations and customer service; excellent oral and written communication skills to satisfactorily resolve conflicts and issues, and to explain established policies and procedures to employees and the general public
• Skill in performing tasks which require attention to detail, and completing assigned jobs efficiently and correctly
• Skill in planning, prioritizing, and organizing work; ability to handle multiple work assignments and deadlines efficiently, accurately, and professionally
• Skill in transcribing tapes if required by assignment
• Skill in the use of personal computers, MS Office Suite, databases, spreadsheets, and word processing; typing and entering data into a computer system accurately and efficiently, 35 words per minute minimum
• Ability to apply common sense to understand, follow, and complete verbal and written instructions
• Ability to communicate and interact clearly and effectively with all those contacted in the course of work in a professional and courteous manner, both orally and in writing; establishing and maintaining effective, professional, and cordial working relationships
• Ability to handle confidential information professionally and to exercise discretion in performing assigned job duties; inability to maintain confidentiality will be grounds for dismissal
• Ability to make sound, independent decisions within policy guidelines by exercising good judgment and intelligent situation-assessment
• Ability to provide instruction and direction; effective leadership skills; ability to train, supervise, and motivate staff
• Ability to read, analyze, interpret, and comprehend a variety of documents such as memos, instructions, correspondence, technical reports, legal documents, ordinances, governmental policies and procedures, budgets, tables, professional articles, et cetera as they relate to assignment
• Ability to remain composed, professional, and pleasant in a stressful, fast-paced, high-volume environment
• Ability to research, analyze data, and compile information to create clear and concise reports, records, correspondence, legal documents, business correspondence, reports, policies, and other written material
• Ability to resolve routine and non-routine problems and complaints by applying or adapting established policies and procedures
• Ability to work in a team setting
Ability to work independently in the absence of specific instructions or direct supervision

TOOLS AND EQUIPMENT USED:

Personal computers Photocopiers Fax machines Calculators

Telephones Scanners Assorted modern office equipment

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by any 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 regularly required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee frequently is required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl

· The employee must occasionally lift and/or move more than 25 pounds

· Specific vision abilities required by this job include close vision and the ability to adjust focus

WORK ENVIRONMENT:

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.

· Work is performed in an office environment

· The noise level in the work environment is usually moderate

The details listed above are intended only as illustrations of the various elements of this position and the work that may be performed. The omission of specific statements does not exclude them if their nature is similar, related, or a logical extension of the position.