Deputy Clerk I

*Announcement open until filled

Dept/Div: Courts/N/A --- FLSA Status: Non-Exempt

General Definition of Work

Performs intermediate skilled administrative support work processing legal documents, entering data, indexing records and documents, maintaining records and files, assisting the public, and related work as apparent or assigned. Work is performed under the moderate supervision of the Clerk of Court or Chief Clerk.

Qualification Requirements

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

Essential Functions

Greets visitors, citizens, and customers; answers telephone; responds to general inquiries related to Court matters or forwards callers/visitors to the appropriate party for disposition; assists the public with the completion of records, applications, etc.

Receives citizen inquiries, complaints, and service requests and resolves them within the framework of the established policies and procedures or forwards to appropriate party for disposition.

Types a variety of documents including correspondence, orders for Judges, lists, labels, reports, requisitions, memoranda, etc., where a knowledge of format and presentation is necessary; maintains time sheets; checks items for grammatical accuracy and completeness.

Provides support to Clerk, Chief Deputy Clerks, and Deputy Clerks II; assists attorneys, realtors, title examiners, and surveyors as needed.

Processes and records legal documents; records deeds, judgments, and finance statements; stamps and records judgments; copies deed books for scanning; computes State and County taxes and Clerk’s fees; assigns instrument number.

Enters a variety of data into computer; verifies statistical and other records for accuracy and completeness; enters and retrieves sensitive and restricted information into computer system.

Processes concealed handgun and passport applications; verifies information and delivery to agency.

Swears in notaries; handles notary certificates and oaths.

Prepares court calendars and other various court documents and records.

Maintains jury pool information; summons and notifies jurors for service; assists in oversight of juries during jury selection and trials.

Records, indexes, and maintains discharge certificates for County residents who have been discharged from military service.

Processes payments for and issues marriage licenses; schedules marriage appointments.

Receipts, records, processes, indexes, and reproduces all records pertaining to real and personal property bought, sold, conveyed, or encumbered in the County.

Prepares purchase orders; processes invoices; maintains cost and inventory records; orders supplies and maintains inventory.

Picks up and delivers mail and supplies; receives, sorts, processes, and distributes incoming and outgoing mail; provides various courier services.

Sorts, indexes, and maintains files; maintains records as requested.

Operates a variety of standard office equipment; performs minor and preventive maintenance on equipment and requests service when equipment is malfunctioning.

Encourages and promotes a culture of excellent service.

Knowledge, Skills and Abilities

General knowledge of the office methods, procedures and practices of a Court; general knowledge of laws contained within the Official Code of Georgia; thorough knowledge of applicable court policies and procedures; general knowledge of business English, spelling and arithmetic; ability to operate standard office equipment; thorough knowledge of office programs and policies; ability to understand and follow oral and written instructions; ability to establish and maintain effective working relationships with court officials, law enforcement officials, attorneys, surveyors, realtors, title examiners, associates and the general public. Preferred bilingual: English/Spanish.

Education and Experience

High school diploma or GED, or equivalent combination of education and experience.

Physical Requirements

This work requires the frequent exertion of up to 10 pounds of force and the occasional exertion of up to 25 pounds of force; work regularly requires speaking or hearing and using hands to finger, handle or feel, frequently requires walking, sitting, reaching with hands and arms and repetitive motions and occasionally requires standing, climbing or balancing, stooping, kneeling, crouching or crawling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

Special Requirements

Obtain Public Notary within three months.

May require specific certifications dependent on court assignment.

Favorable background history as determined by review of local, State and Federal records.

Last Revised: 1/31/2017