This position supervises multiple employees and oversees daily direction of court operations for the Chancery Court under the limited supervision of the Chief Deputy. This position is responsible for providing clerical and administrative assistance to the Chancery Court to ensure efficient operation of all courts and to establish and maintain accurate records of all cases assigned to the Chancery Court of Montgomery County.

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This position supervises multiple employees and oversees daily direction of court operations for the Chancery Court under the limited supervision of the Chief Deputy. This position is responsible for providing clerical and administrative assistance to the Chancery Court to ensure efficient operation of all courts and to establish and maintain accurate records of all cases assigned to the Chancery Court of Montgomery County.

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JOB QUALIFICATIONS – KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of:

• 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.

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

• Principles of supervision, training and performance evaluation.

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

• Current office practices and procedures.

• Computer software consistent for this position.

Skill in:

• This position requires leadership skills consistent with the expectations of the department head.

• Strong planner and problem solver who readily adapts to change, works independently and exceeds expectations. Able to balance multiple priorities and meet tight deadlines without compromising quality.

• 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.

• Managing multiple projects and prioritizing multiple tasks and demands.

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

Ability to:

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

• 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.

• Maintain and process complicated court records, interpret computer generated records and to analyze statistical data concerning court management, caseloads and other court programs.

• Assist irate or dissatisfied customers professionally and seek a resolution to their issues.

• Perform mathematical calculations required of this position.

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

• Instruct and train in methods and procedures.

• Organize, assign, and modify the work assignment of others, and (re)-establish priorities to meet deadlines.

• Research, recommend and implement improvements to court operations, programs and services to improve efficiency and effectiveness.

• Analyze facts and 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 provision of Freedom of Information Act and other applicable 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 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: 95, Exempt

Starting salary: $62,817.46

Minimum Experience:

• Four (4) years of experience in legal support, general accounting, bookkeeping or related field; two (2) years of supervisory experience is required.

Minimum Education:

• Bachelor’s degree in accounting or a Finance related field is required.

Certifications, Licenses:

• Must have dependable transportation.

• A pre-employment criminal background check is required.

This position supervises multiple employees and oversees daily direction of court operations for the Chancery Court under the limited supervision of the Chief Deputy. This position is responsible for providing clerical and administrative assistance to the Chancery Court to ensure efficient operation of all courts and to establish and maintain accurate records of all cases assigned to the Chancery Court of Montgomery County.

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.

• Aids the Chief Deputy in the performance of his/her duties including planning, directing, supervising and evaluating the operation of the office. This includes establishing and implementing office policies and operational procedures.
• In absence of the Chief Deputy, assumes responsibility for the department.

• Analyzes and reviews case filings and workflow, recommends procedural changes and maintains official court documents, files and records.

• Creates, updates and procures forms to conform to state laws and local rules for Chancery Court.

• Composes general and confidential correspondence and reports.

• Assists the Chief Deputy in monitoring budgeted expenses and budget preparations.
• Serves as a liaison between courts, other county departments, attorneys, judges and their respective staff. This includes learning what each Chancellor/Judge expects from the clerk’s office, coordinating with jail personnel regarding changes in procedures and communicating expectations to clerks.
• Processes Orders of Judge’s recusal as well as assignment of new judge on cases.
• Communicates with the Sheriff’s Department regarding transporting inmates to court, issuance of mittimus and/or capias, service of process, court scheduling, court closings, Order of Protection filings and/or amendments and court dates and advises court clerks accordingly.
• Meets with prospective vendors and provide insightful knowledge useful in contract negotiations with various vendors.
• Performs research for the Clerk and Master and Judges in reference to any problem or issues with cases or histories in case management system.

• Processes and assigns any requests from the public or attorneys for special reporting requests.

• Works with the Tennessee Administrative Office of the Courts regarding the securing of interpreters.

• Attend court sessions, process files and documentation when needed.

• Confers with and advises staff on administrative policies and procedures, technical problems, priorities and methods; and, responsible for the direction of the operational functions in the areas assigned to ensure the designated tasks are completed in an effective manner.

• Oversees jury administration needs and coordinates with other court personnel to obtain jurors as needed, strike lists for jury selection and various other necessities for successful jury trials.

• Assists all employees daily with questions or any problems that arise; manage internal staff issues; troubleshoot and resolve uncommon issues.

• Directly responsible for educating court staff as to any new or updated laws and rules.

• Research laws when questions arise as to procedures to ensure staff is processing documents and paperwork correctly or to assist staff when attorneys or others have questions on policies or procedures within the clerk’s office.

• Assists the Chief Deputy as he/she works with local government and the Administrative Office of the Courts on updates, issues or concerns with case management software, delinquent tax collection software, credit card payment software, e-filing software and all state reporting.

• Processes the set-up of new users or deletion of old users in all departments operating software programs, reports computer system deficiencies to the Chief Deputy and assists in problem solving those issues.

• Manages online correspondence with the public.

• Monitors supply levels and requests equipment maintenance as needed.
• Determines resources needed and allocation of resources within the supervised areas and accounts for their effective use.
• Responds to questions, complaints and requests for information by telephone, in person or by mail from citizens, employees, and department heads.
• Answers telephones, takes messages and assists visitors to the department
• Assesses and plans for projected hardware and software needs of the office. Assists with any technology needs of the office, which may include set up and maintenance of equipment, troubleshooting PC issues, and, when necessary, communicates with the Montgomery County IT Department.
• Assists with reorganizing office setup as needed and remodeling projects.
• Assists with duties of Safety Coordinator as needed.
• Adheres to all Federal, State and Local safety guidelines regarding COVID protocols and ensures work environment is safe for employees, staff, and visitors to the office according to CDC recommendations.
• Assists Chief Deputy in any capacity needed.
• Provides technical advice and assistance to staff and essential personnel.

• Must be able to perform any job duty of the department satisfactorily.

SUPERVISORY RESPONSIBILITIES

• This position carries out supervisory responsibilities in accordance with the county’s policies and applicable laws.
• Evaluations and recommendations from this position are given substantial weight regarding personnel issues, hiring and termination of employees.
• Directly supervises all court clerks by providing guidance on day-to-day assignments, situations and questions.
• Performs screening process of prospective employees, to include reviewing applications, scheduling interviews and making recommendations concerning the hiring of new employee(s).
• Evaluates and initiates employee recognition, promotion, or disciplinary action and is directly responsible for training, supervision and evaluation of new employees.
• Processes disciplinary actions to include terminations of court clerks and in preparing Personnel Action Forms for HR.
• Trains employees on phone system, email, county network and any application necessary to include case management software, delinquent tax collection software, credit card payment software or e-filing software used by Courts.
• Handles employee concerns and problems, assigning work, counseling and any other personnel actions.
• Assesses and monitors overall office and individual staff performance and effectiveness.
• Identifies weaknesses and formulates opportunities for improvement, for presentation to upper management.
• Directs and implements changes to office policies and procedures and evaluates effectiveness. Provides training for staff when required.
• Make provisions for any staff shortages; ensures overall office/staff performance and effectiveness.
• Processes requests for annual, sick leave, FMLA, etc.
• Leads employees’ regular staff meetings and training sessions as required.

FISCAL RESPONSIBILITIES

This position is responsible for balancing receipts, calculating and collecting court fees and delinquent tax payments; issuing payment receipts; setting up payment plans for indigent parties and assisting in developing department budget.

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.

• Senior Court Clerk is to have 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 supervision of Clerk and Master. Employee may need to act independently to resolve issues but consults with the Chief Deputy on matters not governed by established guidelines. This position supervises assigned staff.