DEPUTY CLERK III

Henry County Government; Macomb (IL); On-site; USD 42,000 - 64,000; Full time

Job summary

Henry County Government is seeking a detail‑oriented court support clerk to perform specialized customer service and administrative duties, including processing complex legal documents and maintaining filing systems. You will work with court staff, attorneys, and the public to resolve issues and ensure compliance with procedures.

The role requires accuracy, discretion, and the ability to multi‑task within deadlines.

Qualifications

• This position requires a High School diploma or equivalent and three years of related experience processing complex legal documents and supporting court functions.
• An Associate’s degree is preferred and may substitute for some experience.
• Strong knowledge of court procedures and modern office practices is expected.

Responsibilities

• Provide customer service by phone, mail, and in person, answering questions about court activities and procedures.
• Process subpoenas, court orders, hearings, dispositions, and other legal documents per court procedures.
• Enter data into computer systems, scan and index records, and maintain accurate filing systems.
• Attend court hearings to support the judge and prepare notes and orders for signature.
• Maintain court calendars and communicate deadlines and calendar notices.

Skills

Customer service

Data entry

Microsoft Office

Communication

Education

High School diploma

Associate degree preferred

Tools

Microsoft Word

Excel

PowerPoint

Court management software

Job description

The purpose of this position is to perform specialized customer service and administrative duties and process complex legal documents in support of an assigned court or court function. Incumbents have a broad knowledge of processes and procedures for an area of assignment, work independently with limited supervision, and have three years of experience in the area of assignment. 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; prepares, receives, responds to, and processes subpoenas, court orders, hearings, continuances, bench and probation warrants, case initiation documents, case dispositions, case transfers, probation revocations, citations, deeds, liens, 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 court assignment and per established procedures; enters and processes payments; 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; maintains and processes related court orders, records, rulings, and documentation; and testifies during court hearings as required.
• Drafts court orders, subpoenas, and other legal documents for assigned judge’s approval and signature; processes specific legal matters or documents as prescribed by established court guidelines; processes new filings, motions, services, responses, traverses, answers, court orders dismissals, releases, checks, payments, and Rule Nisi’s; closes court‑ordered cases; and prepares, signs/stamps, and mails out legal documents to all involved parties.
• 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.
• May assist in leading work activities of co-workers; confers with co-workers and assists with complex/problem situations; provides technical expertise; and assists with training and instructing co-workers regarding court processes, operational procedures, and proper use of computer programs and equipment.
• Performs other related duties as assigned.

Education and Experience

Requires a High School diploma or equivalent, and three (3) years of related experience processing complex legal documents and supporting court functions, or equivalent combination of education and experience. Associate’s degree preferred.

Licenses or Certifications

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

Special Requirements

None.

Knowledge, Skills, and Abilities

• Knowledge of local government operations, 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.