Chief Deputy Clerk-Operations

Job Description

Under the supervision of the Circuit Clerk, serves as first assistant to the Circuit Clerk, carrying out the statutory duties of the office in the Clerk’s absence. Work is performed with latitude for independent judgment and action to achieve objectives. Provides clerical and administrative assistance, oversees and participates with staff in a variety of accounting, recordkeeping, public assistance and court service activities related to the Clerk’s office. Chief Deputy is involved in a number of sensitive issues, handling confidential information which requires discretion, as well a regular customer contact requiring public relations skills in handling difficult people. Supervision is exercised over subordinate Deputy Clerks.

The hiring range for this position is from $99,715.20 to $137,113.60 based on experience.
The full salary range for this position is from $99,715.20 to $174,512.00 to provide opportunity for growth and development.

Examples of Duties

• Assists with the operation of the Clerk of Circuit Court’s office. Responsible for assisting the Clerk in carrying out the statutory duties of the office in the Circuit Court Clerk’s absence;
• Responsible for supervising other Deputy Clerks within the office;
• Responsible for performing a variety of difficult and skilled clerical and technical work in the Office of the Circuit Court;
• Prepares and processes legal documents, correspondence;
• Processes Marriage License applications, receives payments and indexes them;
• Processes Concealed Handgun Permit applications, receives payments, and indexes them;
• Administers oaths to Notary Publics, receives payments and indexes them;
• Administers oaths to elected and appointed officials;
• Administers oaths to Sheriff’s Deputies and Crossing Guards;
• Assists citizens and attorneys with the filing of various legal documents checking for all necessary paperwork, monies, signatures, and completeness of documents, and file/date stamping;
• Balances monies received in the County Clerk’s office, prepares and submits transmittal to the Treasurer’s Office;
• Maintains custody of court records including dockets, subpoenas, warrants, judgments, and court orders;
• Receives, processes, issues receipt, notarizes signatures, indexes, issues certified copies and all related paperwork for a broad array of certifications, licenses and official documents. Provides customer assistance at the counter and over the phone, often handling the more difficult issues or problems personally.
• Assists Judge, Commonwealth Attorney, plaintiff and defendant in court while in session;
• Trains new employees. Keeps Deputy Clerks informed of new laws and changes in policies and procedures.

Knowledge, Skills and Abilities

Thorough knowledge of the laws, ordinances and other regulations pertaining to records management, public information, elections and voter registration, and general municipal administration. Thorough knowledge of the principles and procedures of professional office management. Thorough knowledge of County services, organizational structure and general operations to effectively direct and assist the public. Knowledge of court proceedings, procedures, requirements and etiquette. Ability to effectively communicate and exercise a high degree of diplomacy both orally and in writing. Ability to establish and maintain effective working relationships with State and County officials, associates and the general public.

Education and Experience

High school diploma or equivalent supplemented by business school or college level courses or training in business administration or a related field, with 4 years of experience, or a combination of education and experience. Some experience in the legal field, court system or a related area is required.