COURT CLERK

JOB SUMMARY

This position is responsible for providing clerical, administrative, and customer service support for the operations of the Municipal Court. Duties are performed under the general supervision of the Chief Clerk of Court.

ESSENTIAL JOB FUNCTIONS:      

• Responds to inquiries and provides procedural assistance to individuals via phone, email, and in person in a manner that is courteous and professional.
• Updates and maintains the court record in a manner that is an accurate and concise reflection of the case status and the disposition.
• Receives, examines, and processes incoming citations and other legal documents for accuracy, completeness, and conformity to requirements.
• Scans and files all required documentation in compliance with standard procedures of the court and the record retention schedule outlined by Georgia Archives.
• Assists with the scheduling and preparation of court dockets by ensuring all citations and associated documents are retrieved and all necessary parties are properly notified.
• Researches and compiles case information including but not limited to driver and/or criminal history via GCIC, incident or accident reports and other supplemental reports.
• Prepares and distributes a variety of legal documents including but not limited to warrants, writs, orders, subpoenas, and dispositions on behalf of the court and at the direction of the judge.
• Reports case updates and dispositions to allied agencies such as police services, the department of driver services, and computerized criminal history (CCH).
• Receives and receipts payment of fines and fees according to established procedures.
• Handles confidential information according to GCIC rules and regulations.
• Maintains court records and case management system including protection, production, retention, and destruction of records in accordance with legal and operational requirements.
• Operates modern office equipment including computers, scanners, telephone systems, recording devices, payment processors, and case management software.
• Regular attendance and punctuality are essential.
• Adheres to safe work practices and follows safety policies.
• Performs other related duties as needed or assigned.

MINIMUM REQUIREMENTS TO PERFORM WORK:

• High school diploma or GED
• Prior experience in court operations, customer service, and administrative support are helpful.

SPECIAL REQUIREMENTS TO PERFORM WORK:

• GCIC terminal operator or become certified within ninety days of hire.

• Update CCH or become proficient within six months of your hire date.
• Must be available to work hours as needed, including but not limited to attending court or training outside of normal business hours.

Knowledge, Skills and Abilities:

• Knowledge of the practices and procedures involved in municipal court record keeping and case management.
• Knowledge of and ability to understand and interpret local and state laws, policies, codes, and regulations.
• Ability to operate a variety of modern office equipment including computers, transcription and recording devices, case management software, payment processors, and operating systems.
• Knowledge of basic math and cashiering skills demonstrated by ability to take and receipt cash money, accurately calculate and give change, balance a cash drawer, and perform calculations involving addition, subtraction, multiplication, and division.
• Knowledge of accounting and financial record keeping demonstrated by ability to reconcile transactions.
• Ability to communicate clearly and effectively orally and in writing.
• Ability to enter and maintain accurate records especially including typed data stored electronically and physical case files stored chronologically and/or alphabetically.
• Ability to retrieve and interpret data and/or reports correctly.
• Ability to uphold confidentiality and secure restricted information.
• Ability to cultivate and maintain effective working relationships with supervisors, employees, representatives of allied agencies, and the public.
• Knowledge of and ability to abide by the core values and ethical principles outlined for court clerks.
• Ability to maintain an office environment that is safe, secure, and organized.
• Ability to satisfactorily progress multiple assignments at the same time, manage competing priorities, and meet recurring deadlines.
• Ability to follow directives and work independently to complete assigned tasks.
• Ability to take initiative and demonstrate critical thinking skills while maintaining standard procedures.
• Ability to engage in difficult or adversarial communication in a manner that is gracious and respectful.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee sits in an office or computer room.
• While performing the duties of this job, the employee is frequently required to sit, talk and hear, use hands or fingers to handle, feel or operate objects, tools or controls, and to reach with hands and arms.
• The employee must occasionally walk.
• The employee must occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT:     

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee regularly works in a normal office environment.

• The employee may be required to attend court or training outside of standard office hours.
• The work is performed in a dynamic environment that requires the employee to be sensitive to change and responsive to changing goals, priorities, and needs.