Job description

Montgomery County Government

Position Description

Job Title:

Deputy Clerk I

Department:

Clerk & Master

Reports to:

Class Code:

Clerk & Master

FLSA Status:

Non-exempt

Prepared By:

Human Resources

Prepared Date:

11/2021

SUMMARY

This position is responsible for performing secretarial/administrative work associated with providing support within the Clerk & Master’s office. Duties and responsibilities include monitoring and assessing fees, processing documentation and information, maintaining records, collecting fees, assisting attorneys and other legal professionals with filing, retrieving and/or copying legal documents, scheduling court dates, assisting the public, scanning and filing of all court documents, and performing other duties as assigned.

EXPECTATIONS OF EMPLOYEE

• Adheres to County Government Policy and Procedures
• Acts as a role model within and outside the work environment
• Performs duties as workload necessitates
• Maintains a positive and respectful attitude
• Communicates regularly with supervisor about department issues
• Demonstrates flexible and efficient time management and ability to prioritize workload
• Demonstrates awareness and understanding of the various internal and external cultures that utilize department services
• Consistently reports to work on time prepared to perform duties of position
• Meets County Government productivity and quality standards
• Maintains appropriate customer relations

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Serves as a deputized officer of the Chancery Court; upholds local rules of the court, the statutes of the State or Tennessee, and the Constitution of the United States.
• Assists the public by providing guidance in filling out paperwork, giving directions and explaining procedures.
• Maintains confidentiality of departmental documentation and issues.
• Maintains file system of department files/records; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; purges files and destroys/disposes of obsolete records as appropriate.
• Ensures that all scanned documents are complete and properly notated in the scanning system.
• Visually scans documents for errors or omissions.
• Assesses and collects fees for all uncollected cases according to state law.
• Reviews files after court or other checkout to ensure no documents are missing and that the files are in the proper order chronologically.
• Maintains confidentiality of adoptions, and other cases/documents that are filed under seal and ensures that all necessary documentation is received and physically placed under seal.
• Assists with the preparation of the court docket, scheduling/docketing cases, checking files for accuracy of contents, copying and organizing court orders and minutes in chronological/alphabetical order, and posting docket information.
• Inputs and maintains information via computer regarding divorce, workers’ compensation, name change, adoption, administrative appeals, real estate cases, probates, conservatorships/guardianships, contract debt cases, minor settlements, child support, etc. Collects fees associated with filing of cases.
• Provides back-up support for other departmental functions.
• Enters, stores and retrieves data to prepare and produce reports and other documents, and disseminates information to others on the system.
• Answers the telephone, provides information, takes and relays messages and/or directs calls to appropriate personnel.
• Performs customer service functions; provides information/assistance regarding department services, activities, procedures, fees, or other issues; distributes forms/documentation as requested; responds to routine questions, or requests for service.
• Performs general/clerical tasks, which may include making copies, sending/receiving faxes, or filing documents.
• Performs duties related to the collection of delinquent property taxes including receipting payments, and answering general telephone calls.
• Prepares recordings of court proceedings as requested for attorneys and parties.
• Reports finalized divorces to the State of Tennessee via the Vital Records Information System Management (VRISM) upon completion of the case.
• Prepares certified copies of documents as requested by attorneys and the public.
• May process incoming/outgoing mail; sorts, organizes, opens and/or distributes incoming mail; assembles materials for large mail-outs; prepares outgoing mail for pickup.
• May assess and collects fees for all uncollected cases according to state law.
• Maintains cash box, prepares deposit and reconciles cash receipts.
• Assists departmental supervisors and employees, County and City employees, court officers, judges, attorneys, paralegals, secretaries, and the general public with their requests for legal documents, copies, information, guidance, advice, etc.
• May issue protective orders, summons, restraining orders and other legal documents.
• Certify electronic filings by checking for errors and verifying payments.
• Assign new electronic filings to designated Deputy Clerk II or Senior Clerk as required.

SUPERVISORY RESPONSIBILITIES

This position has no supervisory responsibilities.

EDUCATION and/or EXPERIENCE

High school diploma (or GED) required with one to three years of general office and customer service experience; or any equivalent combination of education, training, and experience that provides the requisite knowledge, skills, and abilities for this job.

SPECIAL KNOWLEDGE and SKILLS

This position requires effective oral and written communication skills, excellent interpersonal skills and intermediate computer literacy.

LANGUAGE SKILLS

Incumbent must possess the ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Incumbent must possess the ability to write reports, business correspondence, and procedure manuals; effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

REASONING ABILITY

Incumbent must possess the ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Incumbent must possess the ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS

• Must hold a valid Tennessee driver’s license.

PHYSICAL DEMANDS

While performing the duties of this job, the incumbent is regularly required to sit and talk or hear. The incumbent frequently is required to use hands to finger, handle, or feel; reach with hands and arms. The incumbent is occasionally required to stand, walk, stoop, kneel, crouch, crawl and climb or balance. The incumbent must occasionally lift and/or move up to25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.

WORK ENVIRONMENT

While performing the duties of this job, the incumbent is routinely exposed to outside weather conditions. The noise level in the work environment is usually moderate.

The intent of this position description is to provide a representative summary of duties and responsibilities that will be required of positions given this title and is not a declaration of the specific duties and responsibilities of any particular position. Employees may be assigned job-related tasks other than those specifically presented in this description.

Montgomery County is an Equal Opportunity Employer and complies with the requirements of the Civil Rights Act of 1966 (Section 1981) and 1964 (Title VI, VII,) Americans with Disabilities Act (ADA), Rehabilitation Act of 1973, Age Discrimination in Employment Act (ADEA), Equal Pay Act (EPA) and the Uniformed Services Employment and Re-employment Rights Act (USERRA).

Job Type: Full-time

Pay: $16.16 per hour

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Weekend availability

Work Location: One location

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