Deputy Clerk

Myorangeclerk; Orlando (FL); On-site; USD 32,000 - 48,000; Full time

Job summary

Orange County Clerk of Courts is hiring for an Administrative Clerk to perform a wide range of clerical and customer service duties in a court environment. The role involves handling records, payments, and public inquiries, with emphasis on accuracy and confidentiality.

The position requires a high school diploma or GED and at least one year of direct customer service experience, preferably in a legal setting. Florida driver’s license is required; training on operational procedures is provided.

Qualifications

• Must have a High School Diploma or GED.
• Minimum of one year of direct customer service experience by phone, email, or in person or clerical/administrative work.
• License required: Florida Driver’s License.
• Four weeks of classroom training on divisional procedures upon hire; subsequent six‑month training plan.
• Defensive driving course within six months of hire; ability to deal with difficult customers within six months.

Responsibilities

• Assist customers by phone, email or in person; provide information or direct to the appropriate department.
• Perform clerical duties: post, file, date stamp documents, prepare hard copies, and assemble electronic files.
• Handle cashiering: collect payments and issue receipts; manage fines and fees.
• Maintain and update court files; distribute documents to involved parties.

Skills

Customer service

Communication

Multitasking

Data entry

Confidentiality

Education

High School Diploma or GED

Tools

CCIS

Deltek

Live Agent

Munis

Odyssey

SharePoint

Trakman

Verifone

Q-Flow

Job description

Job Overview

Perform a wide variety of clerical and administrative duties in carrying out the daily functions of the Court. Process and maintain court records and associated payments. Provide internal and external customer assistance and provide general information upon request.

Essential Functions

• Assist internal and external customers by phone, email or in person; provide general information, resolution, public requests information, or direct to appropriate department/entity
• Perform various clerical duties, to include post, fax, file, date and time stamp all documents processed; prepare and assemble hard copy of electronic files, match data and documentation, create labels
• Perform cashier work, to include receipt and account for cash, checks, money orders and other forms of payment; collection of fines and court ordered fees; collection of civil suit deposits
• Accept or reject bonds based on specific criteria; collect payments and issue receipts
• Maintain and update court files; copy and distribute documents to all involved parties and agencies
• Pull and deliver requested files and records
• Maintain integrity and confidentiality of records and filing systems; maintain case files and assist in case flow management
• Administer various required oaths
• Review and verify all work process to ensure accuracy and completion of tasks performed
• Participate in cross‑training initiatives to acquire knowledge and skill sets to support efficient functioning of the assigned work unit; learn services and processes in other divisions
• Ensure work area coverage and assist other areas as needed
• Perform routine data entry in maintaining and updating information
• Perform other functions, duties and conduct special projects and/or research as assigned

Minimum Qualifications Required

• High School Diploma or GED
• Minimum of one (1) year of experience providing direct contact customer service by phone, email and/or in person or general office work or in a clerical or administrative job, ideally in a legal setting
• Licenses, certificates and/or registrations required upon hire:
  • Florida Driver’s License
• Special training to be completed:
  • Four (4) week classroom training on Divisions’ Operational Procedures upon hire
  • Training on Divisions’ Operational Procedures within six (6) months
  • Online Defensive Driving course within six (6) months of hire
  • Dealing with Difficult Customers within six (6) months of hire

Preferred Qualifications

• Previous experience working in a City/Municipality
• One (1) year relevant experience in a legal setting such as at a law firm, State Attorney Office, Corrections, or similar organization
• Certificate in paralegal studies
• AA Degree in Criminal Justice, Legal Studies, Public Administration or closely related field

Technical Requirements

• Proficiency working with a personal computer in Windows environment and utilizing word processing (MS Word, Excel, Power Point, and Outlook)
• Working knowledge of software applications (CCIS, Deltek, Live Agent, Munis, Odyssey, SharePoint, Trakman, Verifone, Q-Flow) used in the performance of this job
• Working knowledge of general courthouse procedures, pleadings and filing requirements, setting hearings, and researching archived cases
• Ability:
  • Interact professionally and develop and maintain effective working relationships with the Judiciary, Judicial Assistants, legal community, superiors, coworkers, general public, and other court and work‑related agencies
  • Speak clearly and distinctly in a well‑modulated and pleasant voice and to use correct grammatical constructions
  • Demonstrate knowledge of principles and processes for providing customer and personal services, to include customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
  • Handle irate/difficult customers in a courteous and professional manner
  • Understand the general strategic organization of records, records maintenance, file retention and destruction policies
  • Demonstrate knowledge of general office policies, procedures, practices and of legal terminology and court procedures
  • Comprehend related industry, organizational and departmental legal guides, recommendations, best practices, ordinances and laws
  • Maintain confidentiality with regards to all court files
  • Maintain a professional appearance and demeanor at all times
  • Be knowledgeable of local community outreach services
  • Be familiarized with physical security and evacuation procedures
  • Make basic arithmetic computations to balance daily cash receipts
  • Use standard office equipment (computer, fax, telephone, copier, etc.), printer and scanner
  • Work a schedule based on organizational needs including evenings, weekends and holidays as assigned
  • Be able to multi‑task and work in a fast‑paced environment

Working Conditions

This job is absent of disagreeable working conditions. This job is performed in an office work environment. This is a Safety and Security Sensitive Position in which a drug impairment constitutes an immediate and direct threat to public health, safety, or security, requiring a high degree of public trust in protecting court records and individual PII (Personally Identifiable Information). The Orange County Clerk of Courts Safety and Security Sensitive Positions requires the employee to perform one or more of the following:

• This position is eligible for Flexible Work Schedule
• Work with confidential customer and/or employee information
• Access our Case Management System “Odyssey” that contains PII (personally identifiable information)
• Access our “Munis System” that contains our banking accounts information, financial information, and PII (personally identifiable information)
• Access to Court Evidence that includes but is not limited to (controlled substances, criminal investigation documents, weapons, and other like items)
• Access to the juvenile facility
• Handle cash and other forms of payment such as credit cards
• Set up differed payments for customers
• Be sworn to “Oath by the Clerk”
• Operate heavy equipment such as a forklift and scissor lift
• Operate company vehicle

Physical Requirements

• Constant: sitting, speaking, hearing, typing, writing, detailed inspection and reading
• Frequent: standing, walking and repetitive motions
• Occasional: bending/stooping, pushing, pulling, and lifting (up to 25 pounds)
• Rare: reaching over head, kneeling, crawling, climbing and driving a company vehicle