Deputy Clerk

The purpose of this classification is to perform specialized administrative duties and process routine legal documents in support of assigned court functions.

• 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.
• Reviews incoming and outgoing documents for completeness and accuracy of information; and processes documents for filing as required in accordance with court rules.
• Processes daily case files: receives daily cases; creates permanent files; assigns to appropriate judges; documents assignments in shared spreadsheet; distributes file copies; and stamps/dockets new paperwork.
• Performs data entry in specialized program 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.
• 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 an assigned records room.
• Issues subpoenas: dockets cases; and signs documents as Deputy Clerk of the Court as required.
• Collects, records and processes fees: processes court payments, taxes, recording fees, and other items according to division/department assignment and per established procedures; enters payments/ posts checks into specified computer application; assigns fees to proper case; assigns taxes to specific property; and balances monies received and processes as required.
• Perform other duties of a similar nature or level.

Education: High school diploma or GED is required

Experience: One (1) year of customer service, administrative and/or record keeping experience

Knowledge/Skills/Abilities:

• Requires the ability to apply principles of rational systems.
• Interpret instructions furnished in written, oral, diagrammatic, or schedule form.
• Excellent communication skills both written and oral.
• Strong interpersonal and customer service skills.
• Ability to receive and accept filing fees and other court fees as such.
• Exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
• Excellent calendar management skills, including the coordination of complex executive meetings.
• Administrative writing skills, reporting skills, supply management, scheduling, organization, time management, verbal communication. Strong organizational, administrative, communication and problem-solving skills.
• Ability to maintain customer confidence and protects operations by keeping information confidential.
• Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook.
• Demonstrated ability to successfully create and/or modify processes.
• Vast knowledge of court operations and day to day activities.

Licensing/Certification: Must possess and maintain affirmation as a sworn Deputy Clerk of the Court and Notary Public Certification; and according to area of assignment.

This position requires staff call up in an emergency situation.

Less than 50% of this position involves travel from the office to other locations.

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 provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
• Equipment: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Verbal: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Math: Requires the ability to perform addition, subtraction, multiplication, and division. May include counting, recording of counts, and basic measuring.
• 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.
• Physical Abilities: 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 work station.
• Sensory Requirements: Some tasks require the ability to perceive and discriminate colors or shades of colors, sounds and visual cues or signals. Some tasks require the ability to communicate orally.
• Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.