Senior Deputy Clerk - G117 - Juvenile Court

This position is responsible for providing complex administrative and clerical support to the department and for assisting in the supervision and oversight of all Juvenile Court Clerk’s Office administrative functions.

• Plans, organizes, and supervises administrative duties of the Muscogee County Juvenile Court Clerk’s Office; performs the duties of Deputy Clerks as needed; reviews the work of staff for accuracy; analyzes operating procedures to identify the most effective method of accomplishing work; institutes changes within the division or area to accommodate new policies, laws, or procedures.
• Enters data into the personnel system; maintains personnel files; reviews and calculates time sheets; enters payroll data including vacation, sick leave, and mileage; may interview, hire, assign, direct, supervise, evaluate, and discipline personnel.
• Receives court actions for processing; processes each accepted case by entering all data elements into computerized court management system; assigns judges and case numbers; identifies each type of juvenile action based upon substance and statutory procedural requirements; determines if venue and jurisdictional requirements have been met; tracks cases to ensure successful processing; accepts or rejects each action submitted based upon completion and submission of all legal requirements and mandatory documents.
• Oversees budget information relating to grants.
• Prepares statistical data and compiles reports as requested from various agencies; maintains an inventory of office supplies and court forms; assists in budget preparation for grants; notarizes documents as necessary; verifies and approves long distance call logs by employees of the Clerk’s Office and the Judge’s Office.
• Determines eligibility for payment of hospital invoices on juveniles detained at the Columbus Regional Youth Detention Center; documents eligibility and forwards to the appropriate office for payment.
• Reviews legal documents and court files to determine readiness for hearings, trials, judgments and other dispositions; checks for timeliness, fulfillment of all notice requirements, completeness of required documentation, and compliance with state law, rules, regulations, and procedures.
• Prepares and indexes appellate record. 
• Prepares monthly reports of designated felons; forwards to the Muscogee County School District. 
• File stamps complaints and petitions for the Truancy Intervention Program (TIP); enters complaint data into the JCATS system; coordinates hearing dates; prepares, processes, and mails subpoenas and summons to appropriate parties; schedules review cases; attends bi-weekly court hearings; fills in appropriate information on orders for appointment of the Guardian ad Litem; processes, reviews, and mails orders; documents hearing results; schedules future review hearings; enters data into the computer system.
• Receives, receipts, records, verifies, monitors, and submits fines, fees, costs and other monies received by court; disburses restitution payments; enters payment information into system and posts to proper case file; accounts and balances daily receipts for disbursement.
• Prepares documentation, enters data, processes, and forwards to accounting all invoices to be paid from grant accounts; maintains documents; prepares monthly reports for reimbursement of funds. 
• Reviews monthly reports on all fees in arrears; schedules contempt hearings; prepares and mails court notices; prepares docket for judge and court personnel. 
• Enters new employees, probation officers, assistant district attorneys, and other court personnel in the Juvenile Courts Automated Tracking System (JCATS); inactivates individuals who no longer need access; enters codes, offenses, and dispositions as needed; coordinates with outside vendors to resolve problems with the JCATS system. 
• Prepares and files withdrawal of complaint letters for petitioners as needed. 
• Schedules and coordinates with interpreters as needed. 
• Assists the public at the counter; answers telephone; researches and responds to written and verbal inquiries about court policies, procedures, case status, fines and costs due, and scheduling of court proceedings; resolves complaints; retrieves and interprets case history information; assists judges and attorneys as needed. 
• Coordinates Juvenile Court community service work site, hours, and supervisors for juveniles; logs work hours and processes documentation for reimbursement to victims. 
• Pulls cases and delivers to judges; pulls records and makes certified copies.
• Other related job duties

• Knowledge of the operations and functions of local and state court systems. 

• Knowledge of relevant local, state, and federal laws and regulations governing the Juvenile Court and the Office of the Juvenile Court Clerk. 

• Knowledge of legal terminology and required record-keeping procedures and deadlines. 

• Knowledge of record retention standards and requirements and relevant portions of the Open Records and Freedom of Information Acts. 

• Knowledge of modern office procedures. 

• Knowledge of bookkeeping and accounting practices. 

• Skill in supervision and training. 

• Skill in records retention and archival techniques. 

• Skill in basic mathematics. 

• Skill in organization and management of workflow. 

• Skill in the mediation and resolution of conflicts. 

• Skill in the development and enhancement of professional relationships with public officials. 

• Skill in operating standard office equipment such as a typewriter, calculator, copier, microfiche machine, and facsimile machine. 

• Skill in the use of computers, standard business software applications, and specialized software applications used by the courts. 

• Skill in oral and written communication.

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. Experience sufficient to thoroughly understand the work of subordinate positions and to be able to answer questions and resolve problems, usually associated with one to three years experience or service.

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.

• Crouching – bending body forward by bending leg, spine. 

• 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. 

• 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. 

• Pulling - use upper extremities to exert force, haul or tug. 

• Pushing – use upper extremities to press against objects with force, or thrust forward, downward, outward. 

• 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. 

• Walking - on foot to accomplish tasks, long distances, or site to site. 

The work is typically performed in an office or courtroom. 

Salary : $18