Deputy Clerk II - G115 - Superior Court

Columbus Consolidated Government•Columbus, GA

1d•Onsite

About The Position

This position is responsible for providing administrative and clerical support to the department. The position may also serve as the Accounts Officer or another specialized function as required by the needs of the Court. Responsibilities include receiving and processing court actions, entering data into the court management system, assigning judges and case numbers, identifying case types, determining venue and jurisdictional requirements, tracking cases, accepting or rejecting actions based on legal requirements, processing criminal sentences and fine payments, striking jurors, processing paperwork for appeals and adoptions, and filing attorneys' paperwork. The role involves attending court proceedings, recording information, entering data into the court record, and generating necessary documents. Additionally, the position assists the public at the counter, answers phones, researches and responds to inquiries about court policies, procedures, case status, fines, and scheduling, resolves complaints, retrieves case history, and assists judges and attorneys. Financial duties include receiving, receipting, recording, verifying, monitoring, and submitting fines, fees, costs, and other monies; disbursing restitution payments; and entering payment information. The role also involves receiving, docketing, and filing various legal documents, processing passport paperwork, sending notices to newspapers, preparing and processing sentences, bond forfeitures, sentence reviews, appeals, adoptions, orders, bench warrants, and revocations, checking fines for probation officers, completing prisoner histories, receiving fines, picking up and securing cash bonds, and securing warrants. Researching criminal case information for agencies, answering prisoner questions and mail, and responding to phone inquiries are also part of the duties. The position maintains court documents, ensures filing consistency, verifies and corrects Superior Court documents, and prepares reports. It also involves assisting prisoners with habeas corpus actions, billing inmates for civil cases, and maintaining payment and correspondence records. Tasks include pulling cases for judges, pulling records, making certified copies, faxing documents, and processing notary public applications. There is a possibility of assisting the Chief Deputy with the financial division, including receiving, verifying, accounting, and balancing funds, preparing reports and disbursements, maintaining accounting records, balancing financial reports, verifying and auditing funds, preparing deposits, monitoring debit and credit entries, and assisting with account activity and regulatory changes. Performs other duties as assigned.

Requirements

Knowledge of relevant state laws and guidelines governing the Office of the Clerk of Superior Court.
Knowledge of modern office procedures.
Knowledge of the operations and functions of local and state court systems.
Knowledge of legal terminology and required record-keeping procedures and deadlines.
Knowledge of bookkeeping and accounting practices.
Skill in operating standard office equipment such as a typewriter, calculator, copier, microfiche machine, and facsimile machine.
Skill in the use of computers, standard business software applications, and specialized software applications used by the courts.
Skill in basic mathematics.
Skill in dealing with the public.
Skill in oral and written communication.
Knowledge and level of competency commonly associated with the completion of specialized training in the occupational field, in addition to basic skills typically associated with a high school education.
Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for one to two years.

Responsibilities

Receives court actions for processing; processes each accepted case by entering all data elements into computerized court management system; assigns judges and case numbers; identifies each type of court action based upon substance and statutory procedural requirements; determines if venue and jurisdictional requirements have been met; tracks cases to ensure successful processing; accepts or rejects each action submitted based upon completion and submission of all legal requirements and mandatory documents; processes criminal sentences and fine payments; strikes jurors for domestic, criminal, and civil cases; processes paperwork for appeals; processes adoptions; files attorneys paperwork.
Attends arraignments, guilty pleas, docket calls, trials, jury selection, and probation revocations; records required information for official records; enters information into official court record through computerized court management system; generates new notices, bonds, and other documents as needed.
Assists the public at the counter; answers telephone; researches and responds to written and verbal inquiries about court policies, procedures, case status, fines and costs due, and scheduling of court proceedings; resolves complaints; retrieves and interprets case history information; assists judges and attorneys as needed.
Receives, receipts, records, verifies, monitors, and submits fines, fees, costs and other monies received by court; disburses restitution payments; enters payment information into system and posts to proper case file.
Receives, dockets, and files warrants, transcripts, accusations, indictments, motions, orders, adoptions, notices, and appearances.
Receives paperwork for passports, forward documents to Passport Services.
Sends DUI and surrender of parental rights notices to the local newspaper.
Prepares and processes sentences, bond forfeitures, sentence reviews, appeals, adoptions, orders, bench warrants, and revocations.
Checks fines for probation officers.
Completes prisoner histories; receives fines; picks up and secures cash bonds; secures warrants.
Research criminal case information for various agencies; answers prisoner questions and mail; responds to phone inquiries and assists the general public.
Maintains all court documents and ensures filing processes are consistent.
Verifies all Superior Court Documents from previous day; makes corrections where needed.
Prepares and drafts various reports as requested or required.
Assists and responds to prisoners in filing of habeas corpus actions; bills inmates when filing civil cases; maintains records of payments and correspondence.
Pulls cases and delivers to judges; pulls records, makes certified copies, and faxes documents.
Processes notary public applications.
May assist Chief Deputy with operation of the financial division of superior, state & juvenile court clerk’s office to include receiving, verifying, accounting, and balancing fines, fees, and funds; preparing reports and disbursements for funds; preparing and maintaining office accounting records; balancing and reviewing financial reports; coordinating and performing daily verification and audit of all funds received by office; preparing daily and weekly deposits; entering and monitoring debit and credit entries in ledgers; and assisting in monitoring account activity and evaluating relevant statutory and regulatory changes.
Performs other duties as assigned.