Deputy Clerk

Posting number: FY

Department: Circuit Court Clerk

Job classification: Deputy Clerk I

Posting type: Open

Categories: Administration, Legal

Under general supervision, this position performs a variety of routine clerical functions associated with criminal and civil trials, probate of estates, and processing land recordation. Reports to the Clerk of the Circuit Court.

Performs administrative support work such as greeting the public, word processing, data entry and retrieval; reviews forms, data and other information to ensure accuracy and conformance to established procedures and policies; generates reports and records; issues concealed handgun permits, marriage licenses, administer notary oaths, and other duties that are assigned to the Office of the Clerk of Circuit Court.

Screens and responds to a variety of inquiries by telephone or in person related to civil, criminal, land records, and probate. Performs all administrative tasks associated the duties of the Clerk of Circuit Court.

Prepares and maintains a variety of files; prepares and provides information packages for customers; processes payments, files and retrieves information as requested or otherwise necessary; schedule maintenance and service calls for office equipment and machinery. Performs other duties as assigned.

Knowledge of Job: Has some knowledge of policy and procedure for Court procedures. Has considerable knowledge of modern office practices and procedures. Has considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary. Has general knowledge of the policies and procedures, organization and function of the department. Is skilled in the operation of common office equipment, including popular computer-drive word processing and file maintenance programs.

Can screen communications and based on content, handle independently or route to proper source. Can correct spelling, grammatical, punctuation and typing errors. Can use independent judgment in organizing and establishing format. Can gather information from a variety of sources and draft documents. Can establish and maintain moderately complex files. Can communicate effectively orally and in writing. Can exercise tact and courtesy in frequent contact with the general.

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts within department and division, and with co- workers and the public.

Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under “Essential Job Functions.”

Dependability: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.

Attendance: Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time- off requests.

Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Researches problems, situations and alternatives before exercising judgment. Seeks expert or experienced advice when necessary.

Relationships with Others: Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the public to maintain good will toward the department and project a good…