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Job Description
NEWTON COUNTY, GEORGIA
Classification Specification
DEPUTY CLERK III
(1403)
FLSA:
Non-Exempt Purpose of Classification:
The purpose of this classification is to perform specialized administrative duties and process complex legal documents in support of assigned court functions. This is the third level in the Deputy Clerk series. Incumbents in this class work with complex legal documents, have three years of experience processing legal documentation and supporting court functions, exercise moderate discretion, and receive limited oversight and supervision. Additionally, incumbents provide lead guidance, direction, and training to less experienced Deputy Clerks.
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. Leads and coordinates daily work activities of assigned co-workers: confers with supervisor to obtain direction regarding work assignments and priorities; organizes tasks in order to complete assigned work; monitors status of work in progress and inspects completed work; confers with co-workers; assists with complex/problem situations; provides technical expertise; and assists with training and instructing co-workers regarding operational procedures and proper use of equipment. 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 and complex 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 firearms permit applications, guardianship applications, marriage certificates, birth certificates, probation petitions, wills; fingerprints applicants for firearms permits; and processes documents for filing as required in accordance with court rules.
Processes daily case files:
receives daily cases; creates permanent files; assigns case number; forwards to appropriate judge; distributes file copies; and stamps/dockets new paperwork. Newton County, Georgia Deputy Clerk III Performs data entry in specialized program applications: creates, scans, indexes, records, and transmits 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, subpoenas, citations, warrants, accusations, sentencing packets, appeals, and other relevant documents regarding the court system: files court records in accordance with court procedures; and processes disposed cases for archiving. Processes fines, fees and other payments: receives, records, receipts and tallies fines, fess, and other payments according to established procedures and applicable state laws and statutes; reconciles daily transactions; and balances money received.
Assists with related court activities:
prepares and/or maintains court calendar, including hearings and probation proceedings; notifies all parties of schedule, changes, etc.; attends court proceedings; operates audio equipment; and transfers case files and information to other courts as appropriate.
Assists with jury administration:
assists with juror selection and orientation; assists with mailing summons and processing information received from potential jurors; assists jurors on trial days; and prepares juror checks. 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, criminal histories, bond forfeitures, civil and criminal reports and papers, firearms reports, death certificates, birth certificates, marriage licenses, judgments, 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, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Additional Functions:
Assists the supervisory clerk with making bank deposits, balancing court bank accounts, preparing monthly revenue reports to county and state agencies, and dispersing monthly revenue in conformance with Georgia law. Performs other related duties as required.
Archer Company Newton County, Georgia Deputy Clerk III 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.
Performance Aptitudes:
Data Utilization :
Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
Human Interaction :
Requires the ability to act as lead person or crew leader, providing guidance to a work unit, coordinating activities, and reviewing work of the unit.
Equipment, Machinery, Tools, and Materials Utilization :
Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude :
Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
Mathematical Aptitude :
Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; and the ability to utilize principles of fractions.
Functional Reasoning:
Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Situational Reasoning :
Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
ADA Compliance:
Physical Ability :
Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Requirements :
Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. Some tasks require the ability to communicate orally.
