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Deputy Clerk II

Hall County

Listing Summary



Performs a variety of tasks which support the operations of the Court including scheduling cases, receiving, recording and filing documents; assisting the public; receiving and accounting for money; providing guidance and training to staff; acting in the Clerk’s stead; and assisting the Judge and the Court.




General duties:


Assumes duties of the Clerk of the relevant Court  as required.


Assists in training and directing daily work of subordinate staff.


Interviews and collects information from citizens.


Receives, records, and files documents.


Assures scheduling of cases and hearings.


Prepares and types a variety of documents and records.


Prepares and distributes court calendars.


Collects, receipts, and accounts for money.


Responds to inquiries and complaints from the public.

Operates various office machines with emphasis on personal computers.


Regular and predictable attendance is required.


Performs other related duties as required.


Additional and/or Detailed duties when assigned to the Magistrate Court:


Assesses information obtained from citizens to determine if case can proceed to the judge for a warrant.


Prepares bench warrants, consent judgments, bankruptcy orders, warrants, dispossessories, and other documents.


Serves as case clerk during certain arraignments; records dispositions, fines, court costs, jail time, and payment schedules.


Prepares and processes worthless check complaints, and maintains computerized log of such complaints and payment schedules.


Schedules trials and notifies all affected parties.


Distributes weekly Court calendar to judge and staff.


Additional and/or Detailed duties when assigned to the Juvenile Court.


Assures all case files are ready for the judge.


Serves as Traffic Court clerk including preparing orders and entering data during Court; and handling all follow-up processes such as dispositions, fines, and records.


Maintains departmental accounting and financial records including collection, disbursement, and accounting for fees.


Oversees Purchase of Services Grant.


Submits requisitions for office supplies and equipment.


Assists in preparing budget and maintains records for general operating budget and inventory including Truancy Probation Grant.


Additional and/or Detailed duties when assigned to the Probate Court:



Calculates and receives filing fees and places cases on the docket, a cloud-based program.


Processes Petitions, Caveats, Status Reports and Annual Returns, Accountings, and all other filings.


Reviews filings to check for completeness and accuracy before giving to the judge.


Obtains an attorney or guardian ad litem as required by law.


Gives notice or issues publication as required by law.


Assists with monitoring Estates and Guardianships/Conservatorships of adults/minors.


Schedules hearings and trials and then notifies the affected parties.


Prepares orders.


Files orders in the deed room.


Communicates with and gives notice of certain orders to GCIC, the Department of Vital Records, and the Adult


Guardianship division of the Department of Human Services.


Prepares cases for appeal and forwards all necessary documents to the Court of Appeals or Supreme Court.


Scans all filings into imaging software.


Accepts applications for Marriage Licenses and Weapons Carry Licenses.

Seeks additional information from Weapons Carry License applicants to compete background record, accepts affidavits, and sets hearings to retrieve all required information or revoke licenses.


Indexes and records marriage licenses.


Sorts, orders, records, and files Weapons Carry License applications and mails licenses to applicants.



Keeps all confidential information confidential as required by law and ensures the security of that information from the public and employees who do not need access to the information.


Ensures accuracy of information in ADP, corrects errors, and approves time cards.


Assists in the training of new-hires as Deputy Clerk I.



Additional and/or Detailed duties when assigned to the Clerk of Court


Courts Division


Files a variety of cases and pleadings in civil or criminal matters.


Prepares numerous documents including court calendars, appeals documents, accusations, indictments, probation orders, bond forfeitures, Grand Jury presentments and others.


Compiles, updates and maintains the jury box in compliance with GA laws.


Assists Judges and Attorneys during Court.


Completes all processes supporting jury selection including compilation of the jury list, striking of the jury, administering oaths, processing payment to jurors and preparation of Court minutes. 


Real Estate Division


Records all documents related to land transactions and receives and records fees required for such transactions.


Scans documents into an imaging system, proofs and compiles prints of the scanned images into Deed Books.


Maintains records of documents that do not fit criteria for other recordings.


Traffic Division


Logs and files payable traffic, boating, hunting and fishing citations and related pleadings.


Processes traffic citations by obtaining driving histories, correcting codings and arraignment dates, calculating and collecting fines, and entering information in Criminal Justice Information System. 


Manages partial payment programs for violators and prepares bench warrants for failure to pay.


Accounting Division


Maintains bank records and computer journals for receipts, disbursements, civil registry and restitution.


Balances logs with cash and checks and prepares daily deposits.


Disburses monies per court order.


Prepares financial reports and disbursements for state and local governments, for independent auditors, and for government agencies.





Computer                                      Cash Register                                                       Microfilm Camera                      

Copier                                            Digital Camera                                                     Calculator    

Laminator                                     Microfilm Printer/Reader                                 Typewriter           

CJIS Terminal





Education and Experience:


High School Diploma or G.E.D.


Three  years clerical support experience.


Any equivalent combination of education and experience which provides the minimum level of qualifications stated above.



Licenses and Certifications:


May be required to obtain Deputy Clerk Certification within six months of employment.


May be required to obtain GCIC certification within six months of employment.


Knowledge, Skills, and Abilities:


Knowledge of business and legal English, spelling, arithmetic, and modern office practices and principles.


Knowledge of court recording and filing regulations and procedures.


Knowledge of legal terminology, documents, and the laws, rules, and regulations governing the filing and recording of legal instruments.


Ability to type 35 wpm.


Ability to deal courteously and diplomatically with the public, County officials, attorneys and other employees and be tactful with angry or hostile individuals.


Ability to follow oral and written instructions.


Ability to communicate clearly and effectively, both orally and in writing.


Skills in general computer operations and Microsoft Work and Excel.


Bilingual skills a plus.


ADA Minimum Qualifications:


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.  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.

Listing ends on: