Deputy Clerk II - G115 Recorder's Court

Columbus Consolidated Government; Columbus (GA); On-site; USD 36,000 - 52,000; Full time

Job summary

The Columbus Consolidated Government is seeking a detail-oriented Administrative Clerk to support the Recorder Court Clerk’s Office. You will greet visitors, manage mail, maintain calendars, and assist with court records and subpoenas.

Responsibilities include processing records for criminal, traffic, and environmental dockets, coordinating interpreters, handling inquiries, and ensuring accurate, confidential filing. A high school diploma and GCIC/NCIC certifications are preferred.

Qualifications

• Requires knowledge of court procedures and terminology.
• GCIC/NCIC certifications preferred.
• Two years of similar clerical experience or apprenticeship.

Responsibilities

• Greet visitors and direct to appropriate personnel.
• Process and distribute department mail and records.
• Maintain court calendars and jail dockets.
• Prepare and file confidential court records and warrants.
• Answer phones and handle inquiries; type and distribute memos.
• Coordinate interpreters for defendants; assist with subpoenas.
• Process payments and ensure accurate accounting entries.
• Support administrative duties for court personnel and judges.

Skills

Customer service

Planning

Organizing

Interpersonal skills

Oral and written communication

Mathematical calculations

Attention to detail

Court procedures knowledge

Records management

Problem solving

GCIC rules

NCIC rules

Education

High school diploma and GCIC/NCIC certs

Tools

Office software

Job description

This position is responsible for providing administrative and clerical support to the Recorder Court Clerk’s Office and Recorder Court operations.

• Greet visitors, direct them to the appropriate office or personnel, receives, processes and distributes department mail.
• Analyze new laws and programs that may affect the court; develop plans and procedures to carry out these changes.
• Check and pull and/or create records for the criminal, traffic and environmental court dockets; researches criminal records to ensure they provide correct charges for the judges to render sentencing.
• Print criminal records checks for each defendant on the docket; print driver’s license histories for each defendant with a qualifying charge on the docket.
• Maintain, monitor and prepare court calendars and/or jail dockets; contact and coordinate for interpreters for special needs defendants. Issue subpoenas and/or warrants to individuals and law enforcement personnel.
• Maintain, monitor and file confidential court records. File court documents to include: warrants, transcripts, accusations, search warrants, motions and orders, community service, no point letters, media requests, FBI requests, entry of appearances and limited driving permits.
• Screen, edit, record, enter, update and transmit electronically a variety of computerized records. Make necessary court corrections and forward corrections to the proper agency; to include The Georgia Department Driving Services, The Georgia Crime Information Center and other law enforcement agencies. Maintain, monitor and file confidential court records. File court documents to include: warrants, transcripts, accusations, search warrants, motions and orders and community service.
• Perform day-to-day activities that are required to keep the department functioning effectively, including: dealing with the public who miss court dates, pulling and modifying paperwork in the computer for suspended driver's license; enters and files Principle Summons.
• Work on special projects as assigned by the Court Clerk.
• May serve as an administrative support person to court personnel and Judge(s) to include; compiling all accounting information, preparing all correspondence; advises the Judge and performs other administrative duties as requested.
• Answer phones; take messages, provide information, forward calls, respond to inquiries and/or complaints; type and distribute memos; file information; attend training classes.
• Maintain, monitor and coordinate with: Public and/or Probation Services for defendants with Probation, Community Service and/or Weekend Jail Sentences.
• Process payments from clients for Citations, Release Forms, FTA's (Failure to Appears) and Dispositions. Receive and receipt court costs for principal summons; perform bookkeeping duties; ensure that all monies received are accounted for; enter court bonds and fines into the courts accounting system.
• Prepare and ensure that summons and arrest reports are prepared correctly; forwards paperwork to appropriate court; issues justice numbers and case numbers; ensure accurate distribution to any and/or all 23 different applicable accounts.
• Manage inventory control of parts, equipment and supplies for the unit.
• Act as back up for other positions in the department.
• Coordinate with the Record room at the Columbus Police Department to acquire corrections on citations that have been received or missing. Process citations from the Police Department.
• Interpret, develop, implement, communicate and monitor policies, procedures and standards for assigned departments; recommend improvements when necessary.
• Call court and record disposition for each case; fill out records for each defendant; prepare and deliver warrants to court; enter orders, motions and notices into the computer.
• Performs other related duties as assigned.

• Knowledge of official state and applicable federal laws, city laws, rules and regulations.
• Knowledge of court proceedings, order, functions and terminology.
• Knowledge of accounting principles.
• Knowledge of GCIC and NCIC rules and regulations.
• Skill in customer service.
• Skill in planning, organizing, filling, problem-solving, and decision making.
• Skill in the use of office equipment including computers and related software.
• Skill in interpersonal relationship.
• Skill in oral and written communication.
• Ability to read, write, and perform mathematical calculations.

Knowledge and level of competency commonly associated with the completion of specialized training in the occupational field, in addition to basic skills typically associated with a high school education. Sufficient experience to understand the basic principles relevant to the major duties of the position, usually associated with the completion of an apprenticeship/internship or having had a similar position for two years. GCIC and NCIC Certifications

The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, bending, crouching, or stooping. The employee occasionally lifts light and heavy objects and climbs ladders.

• Balancing – maintain equilibrium to prevent falling while walking, standing, or crouching.
• Feeling – perceiving attributes of objects by touch with skin, fingertips.
• Grasping – applying pressure to object with fingers, palm.
• Handling – picking, holding, or working with whole hand.
• Hearing 1 – perceiving sounds at normal speaking levels, receive information.
• Hearing 2 – receive detailed information, make discrimination in sound.
• Kneeling – bending legs at knee to come to rest at knees.
• Lifting – raising objects from lower to higher position, moving objects side to side, using upper extremities, back.
• Manual Dexterity – picking, pinching, typing, working with fingers rather than hand.
• Mental Acuity – ability to make rational decisions through sound logic, deductive reasoning.
• Reaching – extending hands or arms in any direction.
• Repetitive Motion – substantial movements of wrists, hands, fingers.
• Speaking – expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.
• Standing – for sustained periods of time.
• Stooping – bending body downward, forward at waist, with full motion of lower extremities and back.
• Talking 1- expressing ideas by spoken word.
• Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading.
• Visual Acuity 2 - color, depth perception, field of vision.
• Visual Acuity 3 - determine accuracy, neatness, observe facilities/structures.

The work is typically performed in an office, library, or computer room.