Deputy Court Clerk

General Nature of Work

The purpose of this classification is to perform clerical work, provide assistance in court, assist the public, and process documentation associated with the Municipal Court.

JOB RESPONSIBILITIES

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.

• Perform customer service functions by telephone, by mail, and in person; provide information/assistance regarding court/department activities, services, procedures, documentation, fees, case status/disposition, or other issues; distribute forms and documentation; respond to routine questions or complaints; researches problems/complaints and initiates problem resolution.
• Receive money in payment of citations, fees, fines, or other fees/services; calculate appropriate fees; record transactions and issue receipts; enter payments and disposition into computer; maintain and balance cash drawer; prepare bank deposits and forward as appropriate.
• Provide support to the citizens of the City of Kennesaw, which includes, but not limited to, assisting the Municipal Court Judge, Solicitor, City of Kennesaw Police Department, and various other government agencies.
• Attend court sessions; set up court room; monitor court equipment for proper function; ensure availability of forms and manuals; answer questions and provide information.
• Process various court-related documentation; assist in preparing, receiving, and processing subpoenas, court judgments, hearings, continuances, bench and probation warrants; enter information pertaining to the same into computer database; receive and date stamp court related and/or legal documents such as citation reports, traffic tickets, and docket reports; review, verify, record and file required information.
• Enter citations, tickets, and other information into department databases; update database information; create new spreadsheets/files; purge old data as appropriate; make copies and distribute to appropriate parties; maintain copies in department manual files.
• Record disposition of cases, including transfers; prepare and mails letters; pull case files; prepare warrants; run related reports; maintain all related files and documentation as required by local, state and federal law.
• Maintain departmental file system: compile documentation; prepare and set up files, sort/organize documents, and file documents in designated order; retrieve/replace files; shred/destroy confidential or obsolete documents; conduct record maintenance activities in compliance with guidelines governing record retention.
• Perform general/clerical tasks, which may include make copies, send/receive faxes, distribute documentation, sort/distribute incoming mail, open/process mail, or process outgoing mail.
• Perform basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; coordinate service/repair activities as needed.
• Monitor inventory of department equipment and supplies; ensure availability of adequate materials to conduct work activities; initiate orders for new/replacement materials.
• Communicate with supervisor, City employees, judges, attorneys, law enforcement, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, resolve problems, or give/receive advice/direction.
• Prepare, type, proofread, and/or complete various forms, reports, warrants, dispositions, charts, graphs, spreadsheets, or other documents.
• Receive various forms, reports, correspondence, logs, payments, case files, policies, procedures, manuals, handbooks, directories, reference materials, or other documentation; review, complete, proofread, process, forward or retain as appropriate.
• Operate a personal computer, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software.
• Perform other related duties as assigned.

Requirements

MINIMUM QUALIFICATIONS

Associate's degree, supplemented by one (1) to three (3) years previous experience in customer service, clerical, basic bookkeeping, records management or related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Must possess and maintain valid Georgia driver's license. Must obtain and maintain Georgia Crime Information Center certification.

PREFERRED QUALIFICATIONS

Bachelor's degree, supplemented by three (3) to five (5) years previous experience in customer service, clerical, basic bookkeeping, records management or related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

ADA Requirements:

Individuals applying for the posted position must be able to perform the essential functions of the position with or without a reasonable accommodation.

Physical Requirements: This position classifies the physical exertion requirements as sedentary work involving lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required occasionally, and other sedentary criteria are met.

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

Benefits

The City of Kennesaw provides the following group benefits to eligible employees: comprehensive medical, dental, and vision insurance with HSA and FSA options (includes employer contribution to HSA plans); life and AD&D insurance for employee and dependent(s); employer paid short and long-term disability insurance for employee; accrued vacation and sick leave (with option to sell back); tuition reimbursement program (employer pays 70%); 12 paid holidays; 2 paid personal days; longevity pay bonuses (after every 5 years); 1% employer contribution on first 2% of employee contribution toward a 457 deferred compensation plan; 4% employee contribution toward a defined benefit pension plan (vested after 10 years); wellness benefits such as flu shots and biometric screenings (includes discounted gym memberships through Cigna's Active and Fit Program).