DEPUTY CLERK I

NEWTON COUNTY, GEORGIA
Classification Specification

DEPUTY CLERK I (1401)
FLSA: Non-Exempt

Purpose of Classification:

The purpose of this classification is to perform specialized administrative duties and process routine legal
documents in support of assigned court functions. This is the entry level in the Deputy Clerk series.

Essential Functions:

The following duties are normal for this position. The omission of specific statements of the duties does not exclude
them from the classification if the work is similar, related, or a logical assignment for this classification. Other
duties may be required and assigned.

Performs customer service functions by telephone, by mail, and in person: provides information and assistance
regarding court room locations, court activities, services, procedures, documentation, fees, case status/disposition,
or other issues; provides various forms and court documents; responds to routine questions or complaints;
researches problems/complaints; and initiates problem resolution.

Reviews incoming and outgoing documents for completeness and accuracy of information: receives, reviews,
accepts and stamps legal documents in accordance with court procedures and prescribed time frames; receives,
issues and/ or records fingerprints, firearms permits, guardianship applications, marriage certificates, birth
certificates, Notary certificates, trade name applications, adoption certificates, military discharge forms, etc.; and
processes documents for filing as required in accordance with court rules.

Processes daily case files: receives daily cases; creates permanent files; forwards to appropriate court and/or judge;
documents assignments in shared spreadsheet; distributes file copies; and stamps/dockets new paperwork.

Performs data entry in specialized program applications: creates, scans, indexes and records court case information
and/or legal documents; audits and reviews data for accuracy; and maintains accurate records and filing systems.

Prepares and/or responds to court orders, deeds, citations, warrants, dispossessories and other relevant
documents regarding the court system: files court records in accordance with court procedures; and processes
disposed cases for archiving.

Processes fines and other payments: receives, records, receipts and tallies fines and other payments according to
established procedures; reconciles daily transactions; and balances money received.

Newton County, Georgia Deputy Clerk I

Assists with related court activities: prepares and/or maintains court calendar, including hearings; assists in court
proceedings; operates audio equipment; and transfers case files and information to other courts as appropriate.

Performs a variety of general office tasks including, filing, typing, processing incoming and outgoing mail, etc.

Processes a variety of other documentation associated with department/division operations, within designated
timeframes and per established procedures: prepares, completes, receives, reviews, processes, forwards or retains,
as appropriate, various forms, reports, correspondence, civil and criminal reports and papers, firearms reports,
divorce decrees, death certificates, bad checks, 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 court officials, supervisor, other County employees, attorneys, litigants, the public, and other
individuals as needed to coordinate work activities, review status of work, exchange information, or resolve
problems.

Additional Functions:

Performs other related duties as required.

Minimum Qualifications:

High school diploma or GED required; supplemented by one year of experience in clerical, customer service, or
administrative support; or any equivalent combination of education, training, and experience which provides the
requisite knowledge, skills, and abilities for this job.

Specific License or Certification Required: Must possess and maintain a valid Georgia driver’s license. Depending
on assigned court, may be required to possess and maintain the following additional certifications or licensures:
Notary Public and Georgia Crime Information Center.

Specific Knowledge, Skills, or Abilities: Must be able to demonstrate proficiency in performance of the essential
functions and learn, comprehend, and apply all County or departmental policies, practices, and procedures
necessary to function effectively in the position.

Performance Aptitudes:

Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes
exercising discretion in determining data classification, and in referencing such analysis to established standards
for the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding
the application of procedures and standards to specific situations.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control
the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Newton County, Georgia Deputy Clerk I

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and
information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division. May
include counting, recording of counts, and basic measuring.

Functional Reasoning: Requires the ability to carry out instructions furnished in written, oral, or diagrammatic
form. Involves semi-routine standardized work with some latitude for independent judgment concerning choices
of action.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving
a variety of generally pre-defined duties which are often characterized by frequent change.

ADA Compliance:

Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may
involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks
may involve extended periods of time at a keyboard or workstation.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or
signals. Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental
conditions.

Newton 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 and encourages both
prospective and current employees to discuss potential accommodations with the employer.