Deputy Clerk- Magistrate Court

Houston County•Warner Robins, GA

4d•$42,432 - $45,906•Onsite

About The Position

The purpose of this classification is to perform clerical work functions associated with court activities and operations. Assignment to the Magistrate office.

Requirements

Knowledge of the practices, policies, procedures and methods of the assigned court
Knowledge of the functions, programs and documentation associated with the assigned court
Knowledge of the basic form and content of various legal instruments and documents
Knowledge of the court structure and court procedures
Knowledge of legal books
Knowledge of departmental functions, organization, and policies
Knowledge of standard office practices and procedures
Knowledge of secretarial/clerical techniques
Knowledge of use of business English, grammar, punctuation, spelling and formatting of business correspondence
Knowledge of basic bookkeeping practices and principles
Knowledge of filing and recordkeeping methods
Knowledge of basic mathematics
Knowledge of standard office equipment
Knowledge of basic computer applications and techniques
Skill in performing secretarial/clerical work functions
Skill in operating standard office equipment
Skill in typing
Skill in utilizing various computer software programs relevant to the position
Ability to understand departmental policies, procedures, rules and regulations
Ability to perform advanced secretarial/clerical operations involving transactions requiring effective accountability and accurate records
Ability to organize work activities and establish priorities
Ability to carry out projects with minimal supervision
Ability to maintain confidentiality of department information
Ability to work with frequent interruptions or under pressure
Ability to gather and compile data for reports
Ability to maintain a calendar of activities
Ability to understand and follow detailed written and oral instructions
Ability to communicate effectively both orally and in writing
Ability to effectively screen telephone calls, visitors and mail and initiate problem resolution
Ability to establish and maintain effective working relationships with employees, officials, other agencies, and the general public
Ability to effectively interact with customers, often in stressful situations or in situations requiring courtesy and tact
Ability to establish and maintain effective filing systems
Ability to maintain accurate bookkeeping records
Ability to perform required mathematical calculations
Ability to operate standard office equipment
Ability to type accurately with appropriate speed
Ability to perform data entry accurately with appropriate speed
Ability to utilize various computer software programs relevant to the position
High school diploma or GED required
Supplemented by training in computers and secretarial skills
One year of experience in general office work or a related field
May require possession and maintenance of valid Georgia Certificate of Appointment of Notary Public.

Nice To Haves

May provide notary services.
May assist with jury selection.

Responsibilities

Performs customer service functions at front counter or via telephone; provides general information and assistance to the general public, attorneys, court officials, the public, or other individuals; answers questions regarding court dates, fees, forms/documentation, filing procedures, or other issues.
Receives monies in payment of court-related fees or services (e.g., court costs, restitution, citations, probation fees, etc.); records transactions, issues receipts, and forwards revenues as appropriate.
Sets court dates; prepares court dockets; re-sets court dates as appropriate.
Processes a variety of documentation associated with departmental operations (e.g., civil/criminal actions, juvenile proceedings, probate petitions, guardianship/estate accountings, citations and warrants, civil/domestic suits, criminal proceedings/dispositions, recording of legal documents, etc.), per established procedures and within designated timeframes; reviews documentation for accuracy and completeness; distributes documentation or maintains records as appropriate.
Prepares routine correspondence, forms, reports, statements, and other documents via computer and/or typewriter.
Types affidavits, appeals, arraignments, citations, dispossessories, evictions, foreclosures, garnishments, interrogatories, judgments, subpoenas, warrants or other legal documents.
Compiles and/or tracks various administrative and/or statistical data pertaining to departmental operations; makes applicable calculations; prepares or generates reports; maintains records.
Performs basic research functions as needed (e.g., checks criminal histories; checks tags; researches files; etc.).
Calculates various court costs, taxes or other fees.
Performs general bookkeeping functions (e.g., posting financial data; balancing cash receipts; preparing bank deposits; issuing checks; reconciling bank statements; maintaining account records; etc.).
Performs data entry functions by keying data into computer system; retrieves, reviews or modifies data in computer database; generates computerized reports.
Receives various forms, correspondence and other documentation; reviews, responds, forwards, maintains, and/or takes other action as appropriate.
Receives, opens and distributes incoming mail; prepares outgoing mail.
Copies and distributes correspondence, memoranda, reports, and other related materials.
Initiates/receives facsimile transmission of documents via facsimile machine.
Prepares departmental files; sorts/organizes documents to be filed; files documents in designated order; locates/removes files; maintains file system of departmental records.
Maintains inventory of departmental supplies; initiates orders for new or replacement materials.
Coordinates calendar activities to include planning/scheduling appointments, meetings, court activities, etc.; updates calendar on a regular basis; contacts parties involved as appropriate.
Answers the telephone; screens calls; provides information/assistance and initiates problem resolution; takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary.
Coordinates effective communications by initiating outgoing communications, responding to incoming communications, and relaying information between the department and other departments, outside agencies, and the general public.
Responds to routine requests for information or assistance from members of the staff, the public, or other individuals.
May provide notary services.
May assist with jury selection.
Assists in maintaining standard office equipment; replaces paper, toner, ribbons, etc., as needed; troubleshoots basic operational problems; initiates communication with service representatives and provides information concerning operational and/or mechanical problems associated with office machines.
Provides assistance to other positions or other departments as needed.
Performs other related duties as required.