Court Clerk I - Chancery

Montgomery County Governmennt•Clarksville, TN

1d•$23•Onsite

About The Position

This position works under the direct supervision of the Assistant Chief Deputy to perform court related clerical work within the Chancery Court. This position is responsible for performing customer service for the Clerk and Masters Office as well as secretarial/administrative work associated with providing support within the Clerk & Master’s office. This position is responsible for assisting attorneys and their staff, as well as individuals involved in litigation with the filing of documents, receipting of money, providing available court dates and providing basic information regarding filed cases or delinquent tax amounts. Court Clerks I are the first line of service within the department.

Requirements

Two (2) years of legal or court-related experience, general accounting, bookkeeping or related field.
High School diploma or equivalent.
Must have dependable transportation.
A pre-employment criminal background check is required.
Excellent customer service skills.
Effective oral and written communication skills.
Excellent interpersonal skills.
Intermediate computer literacy.
Ability to take ownership of their personal performance without making excuses.
Ability to perform detailed work accurately and independently in compliance with stringent time limits requiring minimal direction and supervision.
Ability to establish and maintain accurate records of assigned activities and operations.
Ability to interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.
Ability to perform mathematical calculations required of this position.
Ability to communicate clearly and concisely, both orally and in writing.
Ability to analyze facts and to exercise sound judgment in arriving at conclusions.
Ability to establish and maintain effective working relationships with those contacted in the course of work.
Ability to maintain confidentiality and discretion regarding business-related files, reports, and conversations, within the State and Federal statutes.
Ability to work the allocated hours of the position.
Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
Use and normal maintenance of office machines, (copier, computer, printer, etc.).
Frequent use of phone handset and repetitive use of hand & fingers to operate office equipment, use computer keyboard & computer mouse and to perform other office tasks.
Ability to recognize occupational hazards in work activities and take safety precautions.
Maintain mental capacity which allows the capability of making sound decisions and demonstrating intellectual capabilities.

Nice To Haves

Associate degree from an accredited college in paralegal, accounting or bookkeeping preferred.

Responsibilities

Serves as a deputized officer of the Chancery Court; upholds local rules of the court, the statutes of the State or Tennessee, and the Constitution of the United States.
Performs receptions functions; greeting visitors and directing callers/visitors to appropriate personnel, records/relays messages; initiates and returns calls as necessary.
Performs general/clerical tasks, which may include answering phones, making copies, sending/receiving faxes, scanning and filing documents.
Assesses and collects fees for all uncollected cases according to state law.
Maintains cash box, prepares deposit and reconciles cash receipts daily.
Performs customer service functions for the general public; provides information/assistance regarding department services, activities, procedures, fees, or other issues; distributes forms/documentation as requested; responds to routine questions, or requests for service.
Initiates problem resolution; assists clients without attorneys.
Performs duties related to the collection of delinquent property and personal property taxes including receipting payments and answering general tax related questions.
May process incoming/outgoing mail; sorts, organizes, opens and/or distributes incoming mail; assembles materials for large mail-outs; prepares outgoing mail for pickup; organized outgoing and incoming certified mail and puts return of certified mail receipts in the correct case and notes in the computer system.
Assists departmental supervisors and employees, County and City employees, attorneys, paralegals, secretaries, and the general public with their requests for legal documents, copies, general information, etc.
Obtain information and instruct parties when to appear in court.
Issues summons, restraining orders and other legal documents.
Maintains file system of department files/records; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; Visually scans documents for errors or omissions and ensures that information specific to the case type are correct.
Inputs and maintains information via computer regarding divorce, workers’ compensation, name change, adoption, administrative appeals, real estate cases, probates, conservatorships/guardianships, contract debt cases, minor settlements, child support, etc.
Ensures that all scanned documents are complete and properly notated in the scanning system.
Responds to email inquiries as required.
Research SAFE program and physical files for documents with dates prior to 2002.
Maintains confidentiality of departmental documentation and issues.
Processes a variety of documentation associated with department operations within designated timeframes and per established procedures; organizes work and identifies priorities.
Prepares new physical files insuring proper labeling.
Assists with the preparation of the court docket, scheduling/docketing cases, checking files for accuracy of contents, copying and organizing court orders and minutes in chronological/alphabetical order, and posting docket information.
Reviews files after court or other checkout to ensure no documents are missing and that the files are in the proper order chronologically.
Sends electronic cases to Court Clerk II or Assistant Chief Deputy for approval and certification as needed.
Provides back-up support for other departmental functions.
Performs basic organizing, cleaning/housekeeping tasks associated with maintaining work areas.
Provides assistance or backup coverage to other employees as needed.
Processes transfer requests from other counties and states, processes and sets up the case in the computer, processes transfers from Montgomery County to other counties and states.
Performs other related duties as required.
Maintains a cash drawer with a minimum balance, balances receipts, calculates and collects court fees and delinquent tax payments, issues payment receipts and reconciles their drawer daily.
Represents the Department to other County departments, elected officials, outside agencies, customers, County residents and visitors.
Provides quality customer service to individuals needing directions or assistance.
This position has full power to transact all business of the Clerk (in the Clerk’s absence) after taking an oath to support the constitution and laws of this state.