Deputy Clerk-County Clerk

Job Description

SUMMARY: The purpose of this position is to provide specialized clerical and administrative assistance to assigned department. This is accomplished by greeting and assisting customers, both in person and by phone; collecting funds, preparing, processing and filing documents, bonds, citations, criminal records, birth and death records, marriage records, business records, property records, guardian ships, probates, civil appeals and mental cases.

ESSENTIAL JOB FUNCTIONS:

• Greets and assists the public including attorneys, bondsman, surveyors, funeral homes, city officials and title companies.
• Retrieves and issues birth records, property records, marriage licenses, business forms, criminal records, probates, guardian ships, and mental and civil appeals.
• Collects funds, checks and credit cards and balance registers.
• Attends training on specific job functionality annually.
• Performs other duties as assigned.

POSITION SPECIFIC

JOB FUNCTIONS:

Criminal

• Attends court during hearings and trials.
• Issues warrants and processes judgments.
• Processes motions and orders.
• Collects and disburses funds.
• Checks documents for accuracy.
• Prepares criminal appeals.
• Works closely with attorneys, judges, court staff and transport officers.
• Processes traffic appeals.
• Attends conferences as necessary.

Probate/Civil

• Attends probate hearings at the request of the Judge.
• Processes oaths, bonds, letters, citations, wills, guardian ships, commitments, and civil appeals.
• Communicates with CSIS and NCIS.
• Prepares Annual Reports to the Board of Private Professional Guardians.
• Verifies jurisdiction and venue are correct.
• Handles all transfers.
• Continuously researches statutes.

Property

• Visually verifies that documents meet recording requirements; cashiers recording fees; returns rejected documents with appropriate correspondence denoting reason for rejection.
• Indexes grantor and grantee information; places barcodes and recording labels on documents and scan recorded documents, verifying image quality.
• Verifies the complete and accurate indexing of grantor, grantee, legal description, and document type information; forwards incorrectly indexed information to AMCAD for correction.
• Provides customer service by answering phones and forwarding calls to the appropriate party; provides information regarding property records, recording fees and requirements, foreclosure sales, and ROAM.
• Prints and certifies copies for customers; cashiers fees and provides receipts; assists customers with using the microfilm machine/printer.
• Cashiers weekly site access payments from escrow accounts; scan and email receipts to site subscribers; upload documents to the FTP site server and maintains escrow accounts and cashier deposits.
• Scans foreclosure notices onto the county website.
• Performs general office duties including opening, sorting, and distributing mail; opening and closing department registers; creating copies, faxing, sorting, and filing.

Vital Statistics

• Issues birth and death records by assisting customers; making copies of customer s driver s license; providing customer the appropriate application; issuing the birth or death certificate; and receive fees.
• Retrieves birth records from Texas Electronic Registration (TER) Software; logs on to computer; issues each birth record and local file number; records in book; records birth record into AMCAD Program.
• Issues marriage licenses by getting identification from both parties; reviewing the application with both parties; obtaining signatures of both individuals on the application; issuing marriage license; after wedding, receive the signed licensed and record the license into Records; and return license to the couple.
• Completes assumed name functions by placing assumed name into computer; receiving fees; place document number on document and scan into computer.
• Completes Acknowledgement of Paternity by assisting the parent in completing the paperwork; fax documents to the State; assisting the customer to complete forms and order the new birth record.

SUPERVISORY/BUDGET RESPONSIBILITIES:

This position has no supervisory or budget responsibilities.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of applicable State and Federal rules, codes and regulations and County policies and procedures.
• Knowledge of computers and proficiency in a Windows environment, MS Word, Excel, database management strategies, PC hardware, printers, word processing, scanning, and spreadsheets.
• Skill in explaining procedures and processes in a clear, concise and comprehensive manner to the public utilizing good customer service.
• Skill in planning, prioritizing and carrying out assignments with minimum supervision; demonstrating effective interpersonal relationships by assisting others in solving problems.
• Skill in handling financial transactions.
• Ability to prepare clear and comprehensive written and statistical reports; establishing and maintaining cooperative working relationships with attorneys, law enforcement agencies and co-workers.
• Ability to be self-disciplined and…