Deputy Clerk I

The purpose of this classification is to perform specialized customer service and administrative duties and process routine legal documents in support of an assigned court or court function. This is classification is considered the entry-level position for the series.

• 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 activities, services, procedures, documentation, fees, case status/disposition, or other issues; reviews and accepts legal documents in accordance with court procedures and prescribed time frames; distributes forms and documentation; responds to routine questions or complaints; researches problems/complaints; and initiates problem resolution.
• Performs administrative and clerical support tasks for an assigned court or court function: reviews incoming and outgoing documents for completeness and accuracy of information; processes documents for filing as required in accordance with court rules; receives orders for files and records research and retrieval; pulls and delivers requested files and records; and maintains integrity of unit record indexes and filing systems in both alpha and numeric formats.
• Assembles, processes, and/or receives case files: conducts background research; orders police reports; records victim and witness statements; conducts research into missing information; creates contact lists; records courtroom/trial dates; assigns cases to appropriate judges; documents assignments in shared spreadsheet; distributes file copies; and stamps/dockets new paperwork.
• Performs data entry in specialized computer applications: scans, indexes and records court case information and/or legal documents; audits and reviews data for accuracy; and maintains accurate records and filing systems.
• Processes various forms that may be confidential or of a sensitive nature: processes criminal case files, civil case files, adoption case files, property records, applications, traffic citations, or other legal records; responds to court orders, deeds, citations, and other relevant documents regarding the court system; files court records in accordance with court procedures; processes disposed cases for archiving; and provides assistance in assigned records room.
• Receives records and prepares receipts for payments of fines, fees, tickets, or other unit specific payments: performs daily counting of cash drawer; and balances all monies transacted.
• Maintains court calendar: schedules dates and times for hearings, motions, and trials; communicates instructions regarding paperwork and court appearance/process; records case numbers; prepares calendar for publication; and reviews weekly court calendar to ensure accuracy.
• Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures: receives and reviews various documentation; reviews, completes, processes, forwards or retains as appropriate; prepares or completes various forms, reports, correspondence, 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 supervisor, other County employees, attorneys, law enforcement, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Performs other related duties as required
• High School Diploma or GED required; supplemented by one year of experience providing administrative or clerical support; experience in a judicial or court setting is preferred; 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: Depending on area of assignment, may be required to possess and maintain Notary Public certification.
• 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.

Henry County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities to perform the primary job functions described in this job description. Henry County encourages both prospective and current employees to discuss potential accommodations with the employer. Henry County will comply with all applicable federal regulations and Henry County's insurance requirements governing workplace anti-drug and alcohol programs. Henry County employees shall be subject to the provisions of the Drug-Free Workplace Act of 1988.