Deputy County Clerk: Civil/Probate

Williamson County•Georgetown: 405 MLK, TX

7d•Onsite

About The Position

Reporting to a County Clerk Division Supervisor, the Deputy County Clerk performs specialized clerical work for the County courts system under general supervision. The role processes files, eFilings, and court-related documents; uses computer-driven data-entry equipment to prepare and modify files; answers telephone calls; and assists the public. Duties may vary according to workload division and the needs of the County Clerk’s office. For the Civil/Probate assignment, the Deputy County Clerk processes a broad range of civil, probate, guardianship, mental health, and related cases and filings. The role prepares, reviews, routes, and maintains legal documents and case files; coordinates with courts, judges, attorneys, law enforcement, and other county departments; assists with court hearings and jury trials; administers acknowledgements and oaths; and handles fees, payments, exhibits, mail, and customer inquiries. The position also performs general office duties, maintains reports and filing systems, conducts legal-procedure research, and cross-trains with staff in other areas. The work is primarily indoors in an air-conditioned environment. It involves prolonged sitting at a workstation, visual examination of documents, and periods of reaching, walking, twisting, bending, and standing. Occasional lifting or carrying is required, with exertion of up to 20 pounds occasionally and up to 10 pounds frequently. Work outside normal office hours (Monday through Friday, 8 a.m. to 5 p.m.) may be required, and the employee may be deemed essential personnel during an emergency. Regular attendance is required. Employment is contingent on a criminal background check.

Requirements

High school diploma or equivalent.
One year of clerical experience, including cash handling and customer service.
Knowledge of general office procedures.
Working knowledge of Microsoft Office Suite.
Valid Texas Driver’s License.
Ability to perform the described physical activities, including prolonged sitting, visual document examination, movement between work areas, and occasional lifting or carrying up to 20 pounds.
Ability to work outside normal office hours when required; regular attendance is required.

Nice To Haves

Associate degree in a related field.
Prior experience working in a legal capacity.
Three years of clerical experience, including cash handling and customer service.
Knowledge of the Rules of Civil Procedure, Texas Rules of Court, and legislative changes for fees.
Knowledge of the County Court at Law system.
Bilingual Spanish.

Responsibilities

Provide direct customer service in person and by telephone.
Collect court-cost payments, manage the front-counter till, determine and assess fees, issue receipts, log payments, and place money in cash drawers.
Create and maintain reports, forms, worksheets, informational materials, and comprehensive filing systems.
Assist with special projects and events and with policy and procedure updates.
Use legal reference materials to research current laws and procedures.
Copy, file, and audit invoices; enter and verify data in applicable databases and systems.
Cross-train with staff in other areas to support continuity of departmental operations; attend required meetings and training; perform special duties as assigned.
Prepare legal documents, including citations, writs, motions, subpoenas, orders, judgments, and abstracts of judgments.
Process probate, guardianship, administration, heirship, civil, condemnation, occupational-license, foreign-judgment, bond-forfeiture, mental-health, and emergency-guardianship cases.
Process evictions, small claims, debt claims, appeals, and transfers of venue.
Review e-filed documents, accept or return them, and distribute accepted documents to the appropriate court.
Coordinate with court offices, law enforcement officials, attorneys, and county departments; assist with citations and service, prepare correspondence, and search court records as needed.
Verify exhibits against exhibit logs, enter exhibit information, release exhibits for trial or by written request, and retain exhibits as required.
Serve as a liaison for County Court at Law judges and their staff and other county departments and agencies regarding paperwork, information, and case status for civil and mental-health docket matters.
Submit documents to assigned courts for approval and maintain probate and civil files, filings, and documents.
Administer acknowledgements and oaths.
Assist with jury trials by preparing forms, making copies, helping seat and pay jurors, attending voir dire, recording juror strikes, and distributing the final juror list to the judge and attorneys.
Process mail-related payments, petitions, and applications; assess fees, make system notations, and send citations, orders, and copies.
Review new filings to determine required process and any necessary posting or publication; generate citations or notices and forward them to the appropriate Constable’s office for service.
Assess filing fees and notify attorneys of deficiencies or requests for clarification.
Issue letters and certified documents; review documents for accuracy and consistency and make modifications as required.
Prepare or issue citations, writs, commitments, and subpoenas, and retain orders and notices as required.
Prepare pleadings and related documents for hearings and retrieve copies for proper disposition.
Retrieve files and proposed letters, enter pleadings for court hearings, and communicate with courts about pleadings and procedures.
Assist customers after hearings, stamp documents, acknowledge proof, and administer oaths.
Scan and verify incoming documents and prior pleadings; sort, review, stamp, assign routing codes, and file documents; scan and verify images and indexing.
Review orders, determine whether further action is needed, and route files to the specified court.