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DEPUTY CLERK III

Newton County Board of Commissioners -
Newton County, GA

Job Details

$21.33 an hour

Qualifications

Staff supervision
Basic math
High school diploma or GED
Driver's License
Decision making
Data interpretation

Full Job Description

NEWTON COUNTY, GEORGIA
Classification Specification

DEPUTY CLERK III (1403)
FLSA: Non-Exempt

Purpose of Classification:

The purpose of this classification is to perform specialized administrative duties and process complex legal
documents in support of assigned court functions. This is the third level in the Deputy Clerk series. Incumbents in
this class work with complex legal documents, have three years of experience processing legal documentation and
supporting court functions, exercise moderate discretion, and receive limited oversight and supervision. Additionally,
incumbents provide lead guidance, direction, and training to less experienced Deputy Clerks.

Essential Functions:

The following duties are normal for this position. The omission of specific statements of the duties does not exclude
them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties
may be required and assigned.

Leads and coordinates daily work activities of assigned co-workers: confers with supervisor to obtain direction
regarding work assignments and priorities; organizes tasks in order to complete assigned work; monitors status of
work in progress and inspects completed work; confers with co-workers; assists with complex/problem situations;
provides technical expertise; and assists with training and instructing co-workers regarding operational procedures
and proper use of equipment.

Performs customer service functions by telephone, by mail, and in person: provides information and assistance
regarding court room locations, court activities, services, procedures, documentation, fees, case status/disposition,
or other issues; provides various forms and court documents; responds to routine and complex questions or
complaints; researches problems/complaints; and initiates problem resolution.

Reviews incoming and outgoing documents for completeness and accuracy of information: receives, reviews, accepts
and stamps legal documents in accordance with court procedures and prescribed time frames; receives, issues and/
or records firearms permit applications, guardianship applications, marriage certificates, birth certificates, probation
petitions, wills; fingerprints applicants for firearms permits; and processes documents for filing as required in
accordance with court rules.

Processes daily case files: receives daily cases; creates permanent files; assigns case number; forwards to appropriate
judge; distributes file copies; and stamps/dockets new paperwork.

Newton County, Georgia Deputy Clerk III

Performs data entry in specialized program applications: creates, scans, indexes, records, and transmits court case
information, and/or legal documents; audits and reviews data for accuracy; and maintains accurate records and filing
systems.

Prepares and/or responds to court orders, subpoenas, citations, warrants, accusations, sentencing packets, appeals,
and other relevant documents regarding the court system: files court records in accordance with court procedures;
and processes disposed cases for archiving.

Processes fines, fees and other payments: receives, records, receipts and tallies fines, fess, and other payments
according to established procedures and applicable state laws and statutes; reconciles daily transactions; and
balances money received.

Assists with related court activities: prepares and/or maintains court calendar, including hearings and probation
proceedings; notifies all parties of schedule, changes, etc.; attends court proceedings; operates audio equipment;
and transfers case files and information to other courts as appropriate.

Assists with jury administration: assists with juror selection and orientation; assists with mailing summons and
processing information received from potential jurors; assists jurors on trial days; and prepares juror checks.

Performs a variety of general office tasks including, filing, typing, processing incoming and outgoing mail, etc.

Processes a variety of other documentation associated with department/division operations, within designated
timeframes and per established procedures: prepares, completes, receives, reviews, processes, forwards or retains,
as appropriate, various forms, reports, correspondence, criminal histories, bond forfeitures, civil and criminal reports
and papers, firearms reports, death certificates, birth certificates, marriage licenses, judgments, and other
documentation; compiles data for further processing or for use in preparation of department reports; and maintains
computerized and/or hardcopy records.

Operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet,
database, Internet, e-mail, or other software; and operates general office or other equipment as necessary to
complete essential functions.

Communicates with court officials, supervisor, other County employees, attorneys, litigants, the public, outside
agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information,
or resolve problems.

Additional Functions:

Assists the supervisory clerk with making bank deposits, balancing court bank accounts, preparing monthly revenue
reports to county and state agencies, and dispersing monthly revenue in conformance with Georgia law.

Performs other related duties as required.

Minimum Qualifications:

High school diploma or GED required; supplemented by three years of experience in processing legal documents and
supporting court functions; or any equivalent combination of education, training, and experience which provides
the requisite knowledge, skills, and abilities for this job.

Newton County, Georgia Deputy Clerk III

Specific License or Certification Required: Must possess and maintain a valid Georgia driver’s license. Depending on
assigned court, may be required to possess and maintain the following additional certifications or licensures: Notary
Public and Georgia Crime Information Center.

Specific Knowledge, Skills, or Abilities: Must be able to demonstrate proficiency in performance of the essential
functions and learn, comprehend, and apply all County or departmental policies, practices, and procedures necessary
to function effectively in the position.

Performance Aptitudes:

Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising
discretion in determining data classification, and in referencing such analysis to established standards for the purpose
of recognizing actual or probable interactive effects and relationships.

Human Interaction: Requires the ability to act as lead person or crew leader, providing guidance to a work unit,
coordinating activities, and reviewing work of the unit.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control
the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and
information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability
to calculate decimals and percentages; and the ability to utilize principles of fractions.

Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished
in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods
and standards to meet variations in assigned objectives.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving
evaluation of information against measurable or verifiable criteria.

ADA Compliance:

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve
some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve
extended periods of time at a keyboard or workstation.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or
signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental
conditions.

Newton County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County
will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective
and current employees to discuss potential accommodations with the employer.

Newton County, Georgia Deputy Clerk III

By signing below, I acknowledge that I have read and understand the above job description in
its entirety and am capable of performing all of the stated requirements.

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