Position Summary:
Under the direction of the Municipal Court Administrator, the Deputy Municipal Court Clerk performs a variety of administrative, clerical, financial, and legal support functions essential to the efficient operation of the Municipal Court. Responsibilities include providing exceptional customer service; processing court cases and legal documents; maintaining court records; coordinating court calendars; collecting and reconciling court payments; supporting courtroom operations; and ensuring the accurate maintenance of case information in compliance with applicable laws, court rules, and departmental policies. This position serves as a liaison between the Court, judicial officers, attorneys, law enforcement agencies, and the public and does not exercise supervisory responsibilities
Essential Duties and Responsibilities:
The following duties are representative of the responsibilities performed by the Deputy Municipal Court Clerk and are not intended to be all-inclusive:
- Provide exceptional customer service to the public, defendants, attorneys, law enforcement agencies, judicial officers, and other stakeholders by telephone, email, and in person, responding to inquiries and providing procedural information consistent with court policies.
- Schedule, coordinate, and maintain the Municipal Court calendar, including arraignments, hearings, motions, trials, first appearances, probation revocation hearings, and other court proceedings.
- Prepare and organize court calendars, case files, pleadings, exhibits, and supporting documentation for court proceedings.
- Attend court proceedings and provide courtroom support by recording pleas, entering dispositions, sentences, fines, probation conditions, continuances, and other judicial actions into the court case management system.
- Import, process, review, and maintain citations, accusations, court orders, motions, affidavits, conflict letters, appeals, resets, continuances, and other legal filings.
- Draft and process court orders, legal documents, inmate transport orders, production orders, and related documents for review and signature by the Judge or Clerk of Court.
- Utilize the court case management system to enter, update, track, and maintain accurate case information throughout the lifecycle of each case.
- Conduct criminal history and driver's history research through GCIC, NCIC, DDS, and other authorized systems to verify defendant information, outstanding warrants, driver's license status, insurance, and prior criminal history.
- Process, receive, and accurately account for fines, fees, restitution, bonds, and other court payments; issue receipts; reconcile daily cash drawers; balance daily court deposits; reconcile jail funds and bond transactions; and maintain accurate financial records.
- Maintain bond records, and reconcile daily bond activity received from law enforcement agencies.
- Prepare and conduct virtual inmate first appearance hearings and maintain all related documentation and scheduling.
- Schedule non-jury trials, appeals, parking appeals, photo enforcement appeals, and authorized continuances in accordance with court procedures.
- Monitor motions, filings, conflict notices, and other case activity to ensure timely processing and compliance with statutory deadlines.
- Prepare cases for transfer or bind-over to State Court or Superior Court and update all applicable court and GCIC records.
- Prepare certified court dispositions, perform record searches, and provide certified copies of court records in accordance with Georgia law.
- Monitor court-appointed attorney appointments, maintain appointment lists, review billing statements for accuracy, and assist with payment processing.
- Update and maintain the Municipal Court website with current bond schedules, court calendars, notices, forms, and other public information.
- Maintain office supply inventories, and coordinate ordering of departmental supplies.
- Receive, process, distribute, and maintain incoming and outgoing mail and other official court correspondence.
- Maintain both electronic and physical court files in accordance with applicable record retention requirements.
- Support office operations by maintaining accurate records, filing documents, responding to public records requests as appropriate, and performing general administrative duties.
- Cross-train in all Municipal Court Clerk functions and provide operational support as needed to ensure continuity of court operations.
- Perform other duties as assigned in support of the efficient and effective operation of the Municipal Court.
Skills, Knowledge and Abilities
Office Administration: Strong knowledge of general office practices and procedures, including proficiency in business English, grammar, and arithmetic.
Technical Proficiency: Demonstrated proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and the ability to quickly learn and operate court-specific software systems.
Professional Development: Commitment to continuous learning and skill development through participation in relevant conferences, training workshops, and seminars.
Analytical Skills: Ability to perform moderately complex mathematical computations with speed, accuracy, and attention to detail.
Interpersonal Skills: Proven ability to establish and maintain effective working relationships with judges, attorneys, law enforcement personnel, court staff, and the general public in a professional and courteous manner.
Confidentiality & Compliance: Knowledge of and ability to comply with Open Records laws and strict adherence to confidentiality standards in all Municipal Court matters.
Communication & Comprehension: Strong ability to comprehend, interpret, and follow both oral and written instructions accurately.
Minimum Qualifications:
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High school diploma or GED equivalent required. Supplemented by vocational or technical training in a legal or court-related field.
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Minimum of three (3) years of experience in legal and/or court operations; or an equivalent combination of education, training, and experience.
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Ability to obtain GCIC Security & Awareness Certification within 30 days of hire.
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Ability to obtain Notary Public Commission within 30 days of hire.
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Must possess a satisfactory criminal history and meet all requirements for secure access to law enforcement databases.
Preferred Qualifications
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Associate’s degree in Paralegal Studies, Criminal Justice, Public Administration, or a closely related field.
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Bilingual fluency in English and Spanish is highly desirable and considered a strong asset in serving the community
Note: Must be available to work a full-time schedule (40 hours per week), including court sessions, as scheduled. May work an adjusted schedule for assisting in events occurring after 4:30 pm. such as meetings or planned events.
Working Conditions:
Physical: 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.
Vision: Tasks require the ability to perceive and discriminate colors or shades of colors, sounds, and visual cues or signals. Most tasks require the ability to communicate orally.
Hearing: Hear in the normal audio range with or without correction.
