Senior Deputy Court Clerk-Probate Court

Unified Government of Athens-Clarke County•Athens, GA

16h•Onsite

About The Position

The purpose of this job is to attend to the needs of the Probate Court in the performance of the duties of the judiciary. Duties and responsibilities are the maintaining of all books, papers, dockets, and records belonging to the office with care and security and to keep the documents filed, arranged, numbered, and labeled, so as to be of easy reference. Duties include reviewing petitions and applications, then drafting appropriate orders for the judge's signature. It is also the responsibility of this position to give assistance to the public, perform duties necessary to act as custodian of court records, and to perform such other duties as are or may be required by law or as necessarily appertain to the office of the Probate Court.

Requirements

High school diploma or equivalent with two years of legal secretarial or related experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position.
Must be physically able to operate a variety of machinery and equipment including computers, typewriters, microfilms, fax machines, copiers, and scanners.
Must be able to use body members to work, move or carry objects or materials.
walking, standing, bending, stooping, pushing, pulling, lifting, fingering, grasping, feeling, seeing, talking, hearing, and repetitive motions.
Must be able to exert up to 10 pounds of force occasionally.
Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
Requires the ability to hear, speak and/or signal people to convey or exchange information.
Includes giving assignments and/or directions to co-workers and receiving assignments and/or directions from supervisors.
Requires the ability to read a variety of legal pleadings, instruments, reports, notices, and informational documentation, directions, instructions, and methods and procedures.
Requires the ability to prepare a variety of legal documents and statistical information using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style.
Requires the ability to speak to people and/or groups of people with poise, voice control, and confidence.
Requires the ability to learn and understand basic principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent judgment in the absence of management.
Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions.
Must be able to communicate effectively and efficiently in a variety of administrative, technical or professional languages including legal terminology.
Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; utilize and determine percentages.
Requires the ability to inspect items for proper length, width, and shape, visually with office equipment.
Requires the ability to coordinate hands, fingers, and eyes accurately in using office equipment.
Requires the ability to use the keyboard, lift, bend, push, and pull objects or materials using body parts as the position necessitates.
Requires the ability to handle a variety of items such as computers, copying machines, and other office equipment.
Requires the ability to use one hand for twisting or turning motion while coordinating other hand with different activities.
Must have minimal levels of eye/hand/foot coordination.
Requires the ability to differentiate between colors and shades of color.
Requires the ability to deal with people beyond giving and receiving instructions.
Must be adaptable to performing under considerable stress when dealing with the general public and working under strict legal parameters.
Must be able to communicate via telephone.

Nice To Haves

Supervisory experience is preferred.

Responsibilities

Directs work assignments, counsels employees when necessary, and assists with employee performance appraisals.
Assists divisions with workload overflow demands.
Officially signs documents as Senior Deputy Clerk per authority given by the Probate Judge.
Reviews petitions and applications for completeness and accuracy, then either assists with obtaining any amendments or additional information needed or drafts appropriate orders and notices for the judge's signature and/or approval.
Makes initial determination of whether the appointment of legal counsel or a guardian ad litem is necessary and, if the judge concurs or independently directs, finds an attorney who is capable of handling the matter (consulting with the judge as necessary) and prepares the appointment order for the judge's signature.
Schedules hearings and trials with the consent of the probate judge as well as coordinates other matters for the Probate Court judge.
Files, cancels, indexes, processes and reviews documents filed with the court, and records cash receivables for court case filings, marriage license applications and certificates, and weapons carry license applications and other filings as appropriate.
Files, records, indexes, and reproduces applications, petitions, subsequent pleadings, orders and notices of the Court, and all other related documents in the case management system of the Court.
Receives, receipts and dockets payments by check, cash or, if applicable, charge, for all civil actions and license applications; Processes petitions, applications, caveats, amendments, motions and other requests for relief or license by receiving, filing, docketing, assigning, and recording the same and presenting the same to the judge for action as appropriate.
Prepares summons, citations, notices, orders, return of service forms and service documents for civil actions.
Prepares and transmits reports to Georgia Crime Information Center; requests criminal record checks or other background checks as required by law or as directed by the probate judge; Prepares documentation for action to be processed by Sheriff's Office.
Prepares, copies and creates indexes for cases on appeal to Georgia Court of Appeals or supervises such process.
Maintains and posts account records in accordance with Athens-Clarke County Finance Department policies and procedures, monitors expenditures; balances bank statements for court accounts, custodial accounts and accounts in individual estates for funds paid into the registry of the court; receives and deposits fees into appropriate accounts; disburses funds to proper agencies at month end and prepares accompanying reports; keeps records of monies paid into Court Registry, prepares disbursement of funds per Order of the Court.
Prepares reports for the Finance Department at the end of the fiscal year; inputs general ledger data on financial system for the Finance Department.
Provides assistance to lawyers, law students, defendants, and the public; answers telephone and responds to requests for information; copies materials and searches information as requested.
Scans into court software all cases assigned to this clerk.
Reports to Judge of Probate Court regarding all matters related to marriage license applications, weapons carry license applications, guardianships and/or conservatorships of minors or incapacitated adults, mental health, decedent's estate cases and other miscellaneous probate court matters as assigned
Compiles and prepares payroll reports, personnel action forms, travel reimbursement requests, purchase orders and other documents as required by the Athens-Clarke County Finance Department.
Processes incoming and outgoing mail.
Prepares outgoing correspondence for mailing and delivers to mail room daily.
Performs other duties as required.