Deputy Clerk- Magistrate Court - Houston County

POSITION TITLE:     Deputy Clerk – Magistrate Court                    Supervisor: Judge Angela Sammons

SALARY RANGE:     $41,204.80 ($19.81 hr) - $44,574.40 ($21.43 an hr)

ANNOUNCEMENT DATES:   1/3/2025 - until filled

PURPOSE OF CLASSIFICATION

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

ESSENTIAL FUNCTIONS

The following duties are normal for this position.  These are not to be construed as exclusive or all-inclusive.  Other duties may be required and assigned.

• 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.

ADDITIONAL FUNCTIONS

• 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.

KNOWLEDGE, SKILLS, AND ABILITIES

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; and knowledge of basic computer applications and techniques.

Skill in performing secretarial/clerical work functions; skill in operating standard office equipment; skill in typing; and 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; and ability to utilize various computer software programs relevant to the position.

MINIMUM QUALIFICATIONS

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; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.  May require possession and maintenance of valid Georgia Certificate of Appointment of Notary Public.

MINIMUM REQUIREMENTS TO PERFORM ESSENTIAL JOB FUNCTIONS

PHYSICAL REQUIREMENTS:  Must be able to operate a variety of automated office equipment which may include a computer, printer, typewriter, copy machine, facsimile machine, shredder, tape recorder, video recorder, microfilm machine, postage machine, calculator and telephone.  Physical demand requirements are at levels of those for light to medium work.

DATA COMPREHENSION:  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 which may include forms, reports, legal documents, legal code books, directories, reference materials, operational manuals, policy manuals, and procedural manuals.

INTERPERSONAL COMMUNICATION:  Requires the ability to speak with and/or signal people to convey or exchange administrative, financial, legal, and court-related information, including giving assignments and/or directions to co-workers or assistants as well as communicating with officials and the general public.

LANGUAGE ABILITY:  Requires ability to read a variety of administrative, financial, legal, and court-related documentation, directions, instructions, and methods and procedures.  Requires the ability to complete forms and to write job related documentation and reports with proper format, punctuation, spelling and grammar, using all parts of speech.  Requires the ability to speak with and before others with poise, voice control, and confidence using correct English and well-modulated voice.

INTELLIGENCE:  Requires the ability to learn and understand relatively complex administrative, financial, legal, and court-related principles and techniques; to understand departmental policies and procedures; to make independent judgments in absence of supervision; and to acquire and be able to expound on knowledge of topics related to primary occupation.

VERBAL APTITUDE:  Requires the ability to record and deliver information, to explain procedures, and to follow verbal and written instructions.

NUMERICAL APTITUDE:  Requires the ability to add and subtract totals; multiply and divide totals; determine percentages; and determine time and weight.

FORM/SPATIAL APTITUDE:  Requires the ability to visually inspect items for proper length, width, and shape using job related equipment.

MOTOR COORDINATION:  Requires the ability to coordinate hands and eyes in using automated office equipment.

MANUAL DEXTERITY:  Requires the ability to handle a variety of items, automated office equipment, control knobs, switches, etc.  Must have the ability to use one hand for twisting motion or turning motion while coordinating other hand with different activities.  Must have minimal levels of eye/hand/foot coordination.

COLOR DIFFERENTIATION:  May require the ability to discern color.

INTERPERSONAL TEMPERAMENT:  Requires the ability to deal with and relate to people beyond giving and receiving instructions.  Must be able to adapt to and perform under moderate stress when confronted with an emergency.

PHYSICAL COMMUNICATION:  Requires the ability to talk, express, or exchange ideas by means of spoken words and/or hear and perceive nature of sounds by ear.