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Deputy Clerk I

Newton County Board of Commissioners

Listing Summary

Purpose of Classification:

The purpose of this classification is to perform specialized administrative duties and process routine legal documents in support of assigned court functions.  This is the entry level in the Deputy Clerk series.

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.

Performs customer service functions by telephone, by mail, and in person: provides information and assistance regarding court room locations, court activities, services, procedures, documentation, fees, case status/disposition, or other issues; provides various forms and court documents; responds to routine questions or complaints; researches problems/complaints; and initiates problem resolution.            

Reviews incoming and outgoing documents for completeness and accuracy of information: receives, reviews, accepts and stamps legal documents in accordance with court procedures and prescribed time frames; receives, issues and/ or records fingerprints, firearms permits, guardianship applications,  marriage certificates, birth certificates, Notary certificates, trade name applications, adoption certificates, military discharge forms, etc.; and processes documents for filing as required in accordance with court rules.               

Processes daily case files: receives daily cases; creates permanent files; forwards to appropriate court and/or judge; documents assignments in shared spreadsheet; distributes file copies; and stamps/dockets new paperwork.   

Performs data entry in specialized program applications: creates, scans, indexes and records court case information and/or legal documents; audits and reviews data for accuracy; and maintains accurate records and filing systems.           

Prepares and/or responds to court orders, deeds, citations, warrants, dispossessories and other relevant documents regarding the court system: files court records in accordance with court procedures; and processes disposed cases for archiving.

Processes fines and other payments: receives, records, receipts and tallies fines and other payments according to established procedures; reconciles daily transactions; and balances money received.

Assists with related court activities: prepares and/or maintains court calendar, including hearings; assists in court proceedings; operates audio equipment; and transfers case files and information to other courts as appropriate.

Performs a variety of general office tasks including, filing, typing, processing incoming and outgoing mail, etc.

Processes a variety of other documentation associated with department/division operations, within designated timeframes and per established procedures: prepares, completes, receives, reviews, processes, forwards or retains, as appropriate, various  forms, reports, correspondence, civil and criminal reports and papers, firearms reports, divorce decrees, death certificates, bad checks, and other documentation; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records.

Operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet, database, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.

Communicates with court officials, supervisor, other County employees, attorneys, litigants, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Additional Functions:

Performs other related duties as required.

Minimum Qualifications:

High school diploma or GED required; supplemented by one year of experience in clerical, customer service, or administrative support; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Specific License or Certification Required: Must possess and maintain a valid Georgia driver’s license. Depending on assigned court, may be required to possess and maintain the following additional certifications or licensures: Notary Public and Georgia Crime Information Center.

Specific Knowledge, Skills, or Abilities: Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all County or departmental policies, practices, and procedures necessary to function effectively in the position.

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