This position works under the direct supervision of the Assistant Chief Deputy to perform court related clerical work within the Chancery Court. This position is responsible for performing customer service for the Clerk and Masters Office as well as secretarial/administrative work associated with providing support within the Clerk & Master’s office. This position is responsible for assisting attorneys and their staff, as well as individuals involved in litigation with the filing of documents, receipting of money, providing available court dates and providing basic information regarding filed cases or delinquent tax amounts. Court Clerks I are the first line of service within the department.

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This position works under the direct supervision of the Assistant Chief Deputy to perform court related clerical work within the Chancery Court. This position is responsible for performing customer service for the Clerk and Masters Office as well as secretarial/administrative work associated with providing support within the Clerk & Master’s office. This position is responsible for assisting attorneys and their staff, as well as individuals involved in litigation with the filing of documents, receipting of money, providing available court dates and providing basic information regarding filed cases or delinquent tax amounts. Court Clerks I are the first line of service within the department.

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JOB QUALIFICATIONS – KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• Governmental accounting and auditing methods, procedures, and financial practices.

• Use of legal terminology, legal format, and processes.

• Standard and legal office practices, procedures, and clerical techniques.

• Tennessee Statutes and ongoing statutory changes, procedural changes, and form changes.

• Local government operations and administration.

• Pertinent Federal, State, and local laws, codes, and regulations.

• Current office practices and procedures.

• Computer software consistent for this position.

Skill in:

• This position must have excellent customer service skills as they are the face of the department.

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

• Analyzing complex administrative information and issues, defining problems and evaluating alternatives, and recommending methods, procedures, and techniques for resolution of issues.

• Organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.

• Applying judgment and discretion in resolving problems and interpreting policies and regulations.

Ability to:

• Take ownership of their personal performance without making excuses.

• Perform detailed work accurately and independently in compliance with stringent time limits requiring minimal direction and supervision.

• Establish and maintain accurate records of assigned activities and operations.

• Interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.

• Perform mathematical calculations required of this position.

• Communicate clearly and concisely, both orally and in writing.

• Analyze facts and to exercise sound judgment in arriving at conclusions.

• Establish and maintain effective working relationships with those contacted in the course of work.

• Maintain confidentiality and discretion regarding business-related files, reports, and conversations, within the State and Federal statutes.

• Work the allocated hours of the position.

WORK ENVIRONMENT:

Work is performed in a typical indoor office setting; and is mostly sedentary with periods of mobility and light physical activity. The noise level in the work environment is usually moderate. Level of responsibility subjects the incumbent to moderate stress due to interruptions.

PHYSICAL AND MENTAL REQUIREMENTS/ACTIVITIES:

• This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching, or crawling and reaching with hands and arms.

• Specific vision abilities required by this job include close, distance and peripheral vision; depth perception; and the ability to adjust focus. Will spend a large amount of time viewing a computer screen.

• Vocal communication and normal hearing are required for expressing or exchanging ideas by means of the spoken word.

• Acceptable verbal and conversation skills to effectively communicate with others via the phone, at meetings and to greet and assist visitors.

• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.

• Work is primarily in an office setting.

• Use and normal maintenance of office machines, (copier, computer, printer, etc.).

• Frequent use of phone handset and repetitive use of hand & fingers to operate office equipment, use computer keyboard & computer mouse and to perform other office tasks.

• Ability to recognize occupational hazards in work activities and take safety precautions.

• Maintain mental capacity which allows the capability of making sound decisions and demonstrating intellectual capabilities.

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 also 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).

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Department: Chancery Court

Pay Grade: 75, Non-Exempt

Starting hourly rate: $22.83

Minimum Experience: Two (2) years of legal or court-related experience, general accounting, bookkeeping or related field.

Minimum Education: High School diploma or equivalent. Associate degree from an accredited college in paralegal, accounting or bookkeeping preferred.

Certifications, Licenses:

• Must have dependable transportation.

• A pre-employment criminal background check is required.

This position works under the direct supervision of the Assistant Chief Deputy to perform court related clerical work within the Chancery Court. This position is responsible for performing customer service for the Clerk and Masters Office as well as secretarial/administrative work associated with providing support within the Clerk & Master’s office. This position is responsible for assisting attorneys and their staff, as well as individuals involved in litigation with the filing of documents, receipting of money, providing available court dates and providing basic information regarding filed cases or delinquent tax amounts. Court Clerks I are the first line of service within the department.

GENERAL POSITION DUTIES AND RESPONSIBILITIES:

The following duties are normal for this position. However, they are not to be construed as exclusive or all–inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may also be required or 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.

• Performs receptions functions; greeting visitors and directing callers/visitors to appropriate personnel, records/relays messages; initiates and returns calls as necessary.

• Performs general/clerical tasks, which may include answering phones, making copies, sending/receiving faxes, scanning and filing documents.

• Assesses and collects fees for all uncollected cases according to state law.

• Maintains cash box, prepares deposit and reconciles cash receipts daily.

• Performs customer service functions for the general public; 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. Initiates problem resolution; assists clients without attorneys.

• Performs duties related to the collection of delinquent property and personal property taxes including receipting payments and answering general tax related questions.

• May process incoming/outgoing mail; sorts, organizes, opens and/or distributes incoming mail; assembles materials for large mail-outs; prepares outgoing mail for pickup; organized outgoing and incoming certified mail and puts return of certified mail receipts in the correct case and notes in the computer system.

• Assists departmental supervisors and employees, County and City employees, attorneys, paralegals, secretaries, and the general public with their requests for legal documents, copies, general information, etc.

• Obtain information and instruct parties when to appear in court.

• Issues summons, restraining orders and other legal documents.

• 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; Visually scans documents for errors or omissions and ensures that information specific to the case type are correct.

• 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. Ensures that all scanned documents are complete and properly notated in the scanning system.

• Responds to email inquiries as required.

• Research SAFE program and physical files for documents with dates prior to 2002.

• Maintains confidentiality of departmental documentation and issues.

• Processes a variety of documentation associated with department operations within designated timeframes and per established procedures; organizes work and identifies priorities.

• Prepares new physical files insuring proper labeling.

• 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.

• Reviews files after court or other checkout to ensure no documents are missing and that the files are in the proper order chronologically.

• Sends electronic cases to Court Clerk II or Assistant Chief Deputy for approval and certification as needed.

• Provides back-up support for other departmental functions.

• Performs basic organizing, cleaning/housekeeping tasks associated with maintaining work areas.

• Provides assistance or backup coverage to other employees as needed.

• Processes transfer requests from other counties and states, processes and sets up the case in the computer, processes transfers from Montgomery County to other counties and states.

• Performs other related duties as required.

FISCAL RESPONSIBILITIES

This position maintains a cash drawer with a minimum balance, balances receipts, calculates and collects court fees and delinquent tax payments, issues payment receipts and reconciles their drawer daily.

COUNTY ORGANIZATION DUTIES AND RESPONSIBILITIES:

• Represents the Department to other County departments, elected officials, outside agencies, customers, County residents and visitors.

• Provides quality customer service to individuals needing directions or assistance.

• This position has full power to transact all business of the Clerk (in the Clerk’s absence) after taking an oath to support the constitution and laws of this state

SUPERVISORY RELATIONSHIPS:

Works under the direct supervision of the Assistant Chief Deputy and/or Chief Deputy. Employee will rarely have to exercise independent decision making as most tasks are expressly governed by established guidelines, subject to review by the Assistant Chief Deputy and/or Chief Deputy. This position may receive training from Court Clerks II or Senior Court Clerks and look to them as team leaders.