Deputy Court Clerk II (PT)

Circuit Court Clerk Secretary

Under general supervision, performs secretarial and clerical duties to provide assistance to the Circuit Court Clerk's office and the general public. Work involves issuing various licenses, subpoenas, court orders and other documents; preparing files; assisting in court cases; and composing and typing a variety of routine documents. Work also involves receiving, screening, and responding to a variety of inquiries by telephone and in person and providing information or assistance or referring inquiries to the appropriate personnel. Work also involves organizing and maintaining departmental records. Employee must exercise independent judgment, discretion and initiative in completing assignments. Employee must also exercise considerable tact and courtesy in frequent contact with the general public. Reports to the Chief Deputy Clerk.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described.

Essential job functions include :

• Attending court and preparing court orders.
• Indexing, imaging, inputting pleading orders.
• Receiving, screening, and responding to a variety of inquiries over the telephone and in person; providing information and assistance to the public and referring inquiries to appropriate personnel as necessary.
• Preparing cases for appeals; assisting court in docket call and grand jury sessions; typing court orders; pulling files for dockets; sending sentencing guidelines to guidelines commission.
• Receipts deeds and plats and processes for scanning; compares deeds and maintains knowledge of when to assess recordation taxes; types old deeds for the public.
• Assisting in probate court; determining validity of will and answering questions pertaining to wills; ascertaining information on decedents, heirs, and assets; appointing guardians to minors; qualifying executors, trustees, conservators, and guardians of wills; preparing associated documents for wills; filing documents; certifying wills.
• Issuing marriage licenses; processing passport applications; preparing certified copies of documents for the Commonwealth's Attorney and general public.
• Issuing subpoenas, show causes and capias.
• Responding to requests from inmates, Attorney General, Supreme Court, and other City officials for certified copies of court records; mailing requested materials.
• Faxing orders to Department of Corrections; copying sentencing Orders and distributing.
• Filing PSRS, Discovery Motions and Answers, etc.
• Entering various data and information into the computer system including revocations, case information and data, etc.; indexing documents into the computer system.
• Assisting in the completion of financial reports; computing fines, fees, and costs; accepting payments; providing receipts.
• Ordering and stocking general office supplies including forms from the Supreme Court and various books.
• Receiving search warrants from magistrate; filing and indexing search warrants; preparing certified copies for the Police Department.
• Checking copy machines regularly; directing the public in the use of copies and computers; calling for assistance, repairs and maintenance on copiers and computers.
• Preparing reports, correspondence, forms and other documents as required or requested; filing documents appropriately; scanning microfilms permanent records.
• Posting and delivering mail.
• Performing other related duties as required.

Required qualifications include :