DEPUTY CLERK II

Henry County Government; Macomb (IL); On-site; USD 38,000 - 52,000; Full time

Job summary

Henry County Government is seeking a detail-oriented administrative professional to support a court function. The role involves customer service by phone, mail, and in person, and handling routine to complex legal documents with supervision.

Responsibilities include reviewing and processing court documents, managing payments, data entry, and maintaining filing systems. Strong knowledge of office software and ability to work with confidential information is required.

Qualifications

• Requires High School diploma or equivalent and two years of related experience processing routine legal documents and supporting court functions.
• Knowledge of local government operations, administrative and court related programs, policies and procedures.
• Proficient in Microsoft Word, Excel, PowerPoint and related software.

Responsibilities

• Performs customer service by telephone, mail, and in person; provides information on court activities, procedures, documentation, fees, case status, or other issues.
• Processes court-related documentation and prepares, receives, responds to, and processes subpoenas, orders, hearings, and other legal documents; files and records information.
• Handles payments: collects fees, processes taxes and bonds, enters payments, and balances monies.
• Enters data into computer systems, scans and indexes documents, audits for accuracy, and maintains records.

Skills

Customer service

Communication

Multitasking

Attention to detail

Data entry

Education

High School diploma or equivalent

Tools

Microsoft Word

Excel

PowerPoint

Job description

The purpose of this position is to perform specialized customer service and administrative duties and process routine and complex legal documents in support of an assigned court or court function. Incumbents have a fundamental knowledge of processes and procedures for area of assignment, work with moderate supervision, and have two years of experience in processing routine legal documents and supporting court functions. An incumbent in this position serves at the pleasure of the Judge or other appointing authority.

• Performs customer service functions by telephone, by mail, and in person; provides information and assistance regarding court activities, services, procedures, documentation, fees, case status/disposition, or other issues; reviews and accepts legal documents in accordance with court procedures and prescribed time frames; distributes forms and documentation; responds to routine and complex questions or complaints; research problems/complaints; and initiates problem resolution.
• Processes various court-related documentation in accordance with court procedures and time frames; assists in preparing, receiving, responding to, and processing subpoenas, court orders, hearings, continuances, bench and probation warrants, case initiation documents, case dispositions, case transfers, probation revocations, citations, deeds, and other legal documents; receives and date stamps legal documents; distributes and submits information and legal documents to appropriate parties; reviews, verifies, records, and files documentation and records; and creates spreadsheets and reports of activities.
• Collects, records, and processes fees; processes court payments, taxes, recording fees, bonds, and other items according to division/department assignment and per established procedures; enters payments; posts checks into specified computer application; assigns fees to proper case; assigns taxes to specific property; and balances monies received and processed as required.
• Enters data from court and legal documents into computer systems, databases, and applications; scans, indexes, and records court case information and legal documents; audits and reviews data for accuracy; updates case disposition information; and maintains accurate records and filing systems.
• Attends court hearings as needed to provide support to assigned judge; operates recording equipment and prepares hearing notes; prepares orders for the judge’s signature.
• Maintains court calendar; schedules dates and times for hearings, motions, and trials; communicates instructions regarding paperwork and court appearance/process; records case; prepares calendar for publication; and reviews weekly court calendar to ensure accuracy.
• Attends court as required for arraignments, motions, pretrial, and trial court calendars, and/or drug court proceedings for entries, sanctions, and terminations.
• Processes documentation and participates in procedures to summon individuals for jury duty; prepares and mails jury summons, reminder notices, calendar call notices, and related documentation; processes juror questionnaires; provides information and answers questions regarding deferral procedures, medical exemptions, filling out nonresident forms, age exemptions, and other issues; assists with assembling jury and juror orientation; and prepares and submits juror checks, thank you notes, and related documents.
• Processes a variety of other documentation associated with department/division operations, within designated timeframes, and per established procedures; receives and reviews various documentation; reviews, completes, processes, forwards, or retains as appropriate; prepares or completes various forms, reports, correspondence, 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 supervisor, other County employees, attorneys, law enforcement, outside agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Performs other related duties as assigned.

Education and Experience

Requires a High School diploma or equivalent, and two (2) years of related experience processing routine legal documents and supporting court functions, or equivalent combination of education and experience.

Licenses or Certifications

Must possess and maintain a valid Georgia driver's license. Depending on area of assignment, may be required to possess and maintain Georgia Crime Information Center (GCIC) certification and/or Notary Public certification.

Special Requirements

None.

Knowledge, Skills, and Abilities

• Knowledge of local government operations, administrative and court related programs, policies and plans, and modern office practices and procedures.
• Knowledge of Microsoft Word, Excel, PowerPoint, and other similar programs.
• Skill in the use of computers and software applications related to the essential functions of the job.
• Skill in effective communication, both verbally and in writing.
• Ability to meet and deal with employees and the public in an effective and courteous manner.
• Ability to get along with others and work effectively with the public and co-workers.
• Ability to work flexible hours as needed.
• Ability to multi-task and work within deadlines.
• Ability to deal with confidential and sensitive matters.
• Ability to work with and process payments for accounts within the budget and department.
• Ability to use computers for data entry, word processing, and other relevant purposes.
• Ability to operate a copying machine.

PHYSICAL DEMANDS

The work is sedentary work which requires exerting up to 20 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Requires mental acuity including the ability to make rational decisions through sound logic and deductive processes, the ability to express ideas by means of the spoken word and have close visual acuity.

WORK ENVIRONMENT

Work is performed in a relatively safe, and secure work environment.

Henry 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 to perform the primary job functions described in this job description. Henry County encourages both prospective and current employees to discuss potential accommodations with the employer. Henry County will comply with all applicable federal regulations and Henry County's insurance requirements governing workplace anti-drug and alcohol programs. Henry County employees shall be subject to the provisions of the Drug-Free Workplace Act of 1988.