Deputy County Clerk: Civil​/Probate

Reporting to an assigned County Clerk Division Supervisor, responsible for performing specialized clerical work for the County courts system while under general supervision. Work involves processing files, eFilings, and documents which may pertain to Court proceedings. Utilizes computer-driven data entry equipment to prepare and modify files, answers telephone calls, and assists the public. Duties assigned to employees in this job title may vary according to division of workload and the needs of the County Clerk’s office.

• Provides direct customer service either in person or on the telephone
• Collects payments for court costs and manages front counter till
• Creates and maintains various reports related to assigned division
• Creates and maintains forms, worksheets, and informational materials
• Ensures comprehensive filing systems are maintained and up to date
• Assists in planning and executing special projects and events
• Assists with policy and procedure updates
• Utilizes legal reference materials to perform research related to current laws and procedures
• Copies, files, and audits invoices
• Enters and verifies data within applicable databases and/or systems
• Cross-trains with office staff in other areas to ensure continuity of departmental operations
• Attends all meetings and trainings, as required
• Performs special duties as assigned

• Prepares various legal documents, including citations, writs, motions, subpoenas, orders, judgments, and abstract of judgments
• Processes type cases (i.e., probate, guardianship, administration, heir ships, civil, condemnation, occupational license, foreign judgment, bond forfeiture, mental health, and emergency guardian ships)
• Processes evictions, small claims, debt claims, appeals, and transfer of venues
• Reviews and accepts/returns documents submitted through the eFile portal; distributes documents to appropriate court
• Coordinates with various court offices, law enforcement officials, and attorneys; assists departments in obtaining citations and services, prepares correspondence, and searches court records as necessary
• Performs duties related to exhibits, including verifying exhibits against the Exhibit Log Sheet, entering information, releasing exhibits for trial or per written request, and retaining exhibits as required
• Serves as contact liaison between the County Court at Law Judges, their staff, and a variety of other county departments and agencies for paperwork, information, and case status in any civil/mental health docket related matters
• Submits documents to assigned courts for approval
• Maintains all probate and civil files, filings, and documents
• Administers acknowledgements and oaths
• Assists with jury trials, including preparing forms, making copies, assisting with seating and paying jurors, attending Voir Dire, recording juror strikes, and distributing final juror list to judge and attorneys
• Determines fees, receives payments, and issues receipts; logs payments in appropriate files and places money in cash drawers
• Performs duties related to mail (i.e., recording payments, processing petitions/applications, assessing fees, providing appropriate notation in system, and sending various citations/orders/copies)
• Reviews new filings to determine required process and posting or publications if necessary
• Generates appropriate citations and/or notices and forwards to appropriate Constable's office for service
• Assesses fees based on the document filed and notifies attorney of deficiencies or clarification if required
• Issues letters and/or certified documents
• Reviews documents for accuracy/consistency and modifies as required
• Prepares or issues various documents, including citations, writs, commitments, subpoenas; retains orders and notices as required
• Prepares copies of…