Circuit Court Deputy Clerk II

Nature of Work

This is responsible administrative and legal work assisting in the operations of four county courts (Criminal, Civil, Juvenile and General Sessions) for Maury County. Activities associated with the job include accepting papers for filing with the court, issuing a variety of legal documents, accepting payments for fines, citations, and court costs, assisting with the preparation of court dockets and maintaining records of court proceedings. Additional activities include assisting with completing petitions for Orders of Protection, filing orders for Restricted Drivers licenses, entering child support orders, entering data into the computer, and assisting the judge with court cases when necessary. Incumbents have extensive contact with the public, attorneys, judges and law enforcement agencies and are subject to work overtime depending upon workload demands. Occasionally they may be asked to concentrate on specific areas of court operations; however, they should be capable of performing all of the duties associated with the job. Job responsibilities require considerable knowledge of sessions and circuit court operations, strong organizational, interpersonal and decision making skills, dedicated attention to detail and the ability to respond to varying workload demands in an efficient and effective manner. Job performance is evaluated by the Office Manager and/or Circuit Court Clerk through review of the level of support provided for court operations, knowledge of legal proceedings and processes associated with Circuit, Civil, Juvenile and Sessions court operations, organizational, interpersonal and decision making skills, accuracy and thoroughness of completed work and the ability to prioritize and perform assigned duties in an efficient, thorough and timely manner.

Illustrative Examples of Work

-Prints out the Court docket and arranges each warrant in accordance with the docket by case number and page number.
-Prepares trial cases by pulling each file according to the trial docket and ensures that all paperwork associated with each case is in the file.
-Enters state summons into the computer for daily court preparation in Criminal, Civil, Juvenile and General Sessions Courts.
-Scans all necessary documents including but not limited to warrants, summons, pleadings into the document management system.
-Prepares and mails notices to each party involved in Circuit Court cases set for trial by each Circuit Court judge.
-Prepares Civil warrants, Detainer warrants and Possessory Hearing warrants by compiling necessary information requested by each form, entering warrant information into the computer for compilation of dockets.
-Assists the public by answering questions and providing information pertaining to Criminal, Civil, Juvenile and General Sessions court operations in a courteous manner.
-Answers the phone and provides information or refers the call to the appropriate office.
-Processes in-coming mail and distributes as necessary.
-Documents the when warrants have been returned served or unserved, enters the information into the computer, scans documents into document management and notifies that appropriate parties.
-Prepares Garnishments/Levies forms for individuals, calculates judgment balances, adds interest if required, court costs and filing fees and enters the information for each court case.
-Collects and receipts fines, citations, court costs and restitution payments.
-Files civil lawsuits, issues summons and enters required documentation into the computer.
-Enters court orders into minutes, indexes and enters into the computer.
-Enters new cases in the computer system and updates information as needed.
-Assists with issuance of passports applications as a Passport Agent for the U.S. Dept. of State after receipt of the proper documents and fees and keeps up with Agent certification each year.
-Assists with preparing Judicial Hospitalizations for individuals committed to institutions.
-Calculates and enters court costs for criminal cases, misdemeanor cases and civil cases for Circuit and General Sessions court.
-Prepares and issues Violation of Probation warrants and Violation of Bond Conditions.
-Notifies the appropriate law enforcement agencies of bond conditions or termination of bond conditions.
-Takes numerous over the phone payments and receipt to appropriate case, as well as, process and receipt all online payments.
-Calculates fees, court costs, restitution, attorneys' fees and probation fees.
-Issues subpoenas and enters Satisfaction of Judgments.
-Prepares the court docket and pull files for each court case.
-Files hospital liens and releases, adoptions, parental surrenders, and judicial committals as required.
-Prepares dockets for docket sounding and provides copies to attorneys who are present.
-Maintains records of Rule 31 mediators.
-Enters child support orders, notices, petitions, summons, income assignments, personal information, and attachments into the computer system.
-Calculates child support arrearage and processes purge payments for non-custodial parents and paternity orders and enters IRS Intercepts for Child Support.
-Issues Showcause Orders for failure to appear and contacts bonding companies to arrest the individual.
-Issues subpoenas for Grand Jury, state and civil warrants, writs of possession, and criminal process stemming from a Grand Jury.
-Prepares technical records for appeal to any of the appellate courts upon the filing of proper documents.
-Attends courtroom proceedings when directed to do so and records jury messages as needed.
-Ensures that computer back-up tapes are safely and securely stored on a daily basis.
-Files orders for probation, restraining orders, mittimus to jail, and general court orders as required.
-Ensures E Citations that are uploaded from THP to TNCIS software are processed daily.
-Enters traffic citations into the computer and prepares the required reports to Nashville (including all DUI, Driving on Revoked, Suspended, or Canceled Drivers Licenses and Reckless Driving Abstracts).
-Ensures once citations are satisfied the proper releases are given to the public and Dept. of Safety.
-Balances personal cash drawers on a daily basis.
-Completes record requests from TBI and other law enforcement agencies and faxes back to the requesting agency.
-Arranges probation cases for review on the docket.
-Prepares dockets of new cases set for trial for all three courts for Judges and attorneys after docket soundings.
-Processes and files divorce, juvenile petitions and child support papers.
-Issues capiases for individuals who fail to report to court for hearings, traffic citations, etc.
-Prepares juvenile court orders as necessary for Judge's approval and signature.
-Files orders and pleadings with proper files and maintains in an organized and accessible manner.
-Assist with preparing and submitting monthly reports pertaining to civil and criminal cases in Juvenile cases to the TN Council of Juvenile and Family Courts.
-Assists with reporting of Dependent and Neglect filings to the Department of Children's Services.
-Assists with the expungement of records when ordered by the Court.
-Assists the Circuit Court Clerk with the jury selection process every 4 months.
-Performs related duties as required.

Requirements

Necessary Requirements of Work

Graduation from an accredited four year high school, supplemented with additional course work in office or business administration and/or paralegal studies; thorough experience working in Circuit and/or Sessions court operations and administration or for a law office or an attorney; ability to perform numerous tasks in an organized and efficient manner; strong organizational, interpersonal and decision making skills or any equivalent combination of education, training or experience to provide the following critical knowledge, abilities and skills:

-Thorough knowledge of the Tennessee Code Annotated statutes pertaining to Criminal, Civil, Juvenile, and General Sessions court proceedings including applicable costs, fines and punishment for various criminal offenses.
-Thorough knowledge of State Court Clerk's Manual including all processes and procedures for the issuance and proper maintenance of all legal documents dealt with on the job.
-Thorough knowledge of Civil and Criminal Rules of Procedures.
-Thorough knowledge of the Local Rules of the Court.
-Thorough knowledge of traffic court proceedings including applicable fines, punishment for various offenses and driving license restrictions.
-Thorough knowledge of Maury County court systems policies and procedures.
-Considerable knowledge of modern office practices and organization, basic accounting procedures, and commonly used office equipment.
-Considerable knowledge of selection processes for juries and the proper protocol for dealing with jury members including compensation, sequestration, etc.
-Ability to analyze problems and make decisions within existing guidelines.
-Ability to make arithmetic computations and tabulations rapidly and accurately.
-Ability to communicate effectively in oral and written forms.
-Ability to establish and maintain effective working relationships with co-workers, attorneys, law enforcement officers, and officers of the court.
-Ability to interact in a professional and courteous manner with the public.
-Ability to apply basic bookkeeping principles to the maintenance of standard fiscal and accounting records.
-Ability to perform numerous tasks, sometimes simultaneously in an organized and accurate manner in spite of frequent interruptions.
-Skill in the operation of common office equipment (e.g., computer terminals, scanners, fax machines, photocopiers, calculators, postage machines, etc.).
-Skill in the use of computer terminals, proprietary software programs and related software applications.

Necessary Special Requirement

-Job responsibilities require the incumbent to be bonded.

Physical Requirements
-This is light to medium work requiring moderate static, explosive, dynamic and trunk strength and requiring the exertion of up to 50 pounds of force occasionally and up to 10 pounds of force frequently to move objects
-Work requires considerable flexibility, mobility and speed of limb movement
-Work requires moderate effort and stamina
-Work requires both gross body equilibrium and coordination for balancing, bending, stooping, kneeling and walking
-Work requires arm/ hand steadiness and manual and finger dexterity
-Vocal communication is required for expressing or exchanging ideas by means of the spoken word
-Hearing is required to perceive information in both quiet and noisy environments and
determine the direction of sounds
-Visual acuity is required for the inspection of small defects and/or small parts, use of measuring devices, operation of office equipment, determining the accuracy and thoroughness of work, color differentiation, and observing general surroundings and activities
-The worker is subject to inside environmental conditions

Maury County Government
FLSA - Non-Exempt
07/19/2019

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