Senior Deputy Clerk - Juvenile Court G117

This position provides complex administrative and clerical support to the Juvenile Court Clerk’s Office, assisting in the supervision of all administrative functions.

• Plans, organizes, and supervises administrative duties of the Muscogee County Juvenile Court Clerk’s Office; performs the duties of Deputy Clerks as needed; reviews the work of staff for accuracy; analyzes operating procedures to identify the most effective method of accomplishing work; institutes changes within the division or area to accommodate new policies, laws, or procedures.
• Enters data into the personnel system; maintains personnel files; reviews and calculates time sheets; enters payroll data including vacation, sick leave, and mileage; may interview, hire, assign, direct, supervise, evaluate, and discipline personnel.
• Receives court actions for processing; processes each accepted case by entering all data elements into computerized court management system; assigns judges and case numbers; identifies each type of juvenile action based upon substance and statutory procedural requirements; determines if venue and jurisdictional requirements have been met; tracks cases to ensure successful processing; accepts or rejects each action submitted based upon completion and submission of all legal requirements and mandatory documents.
• Oversees budget information relating to grants.
• Prepares statistical data and compiles reports as requested from various agencies; maintains an inventory of office supplies and court forms; assists in budget preparation for grants; notarizes documents as necessary; verifies and approves long distance call logs by employees of the Clerk’s Office and the Judge’s Office.
• Determines eligibility for payment of hospital invoices on juveniles detained at the Columbus Regional Youth Detention Center; documents eligibility and forwards to the appropriate office for payment.
• Reviews legal documents and court files to determine readiness for hearings, trials, judgments and other dispositions; checks for timeliness, fulfillment of all notice requirements, completeness of required documentation, and compliance with state law, rules, regulations, and procedures.
• Prepares and indexes appellate record.
• Prepares monthly reports of designated felons; forwards to the Muscogee County School District.
• File stamps complaints and petitions for the Truancy Intervention Program (TIP); enters complaint data into the JCATS system; coordinates hearing dates; prepares, processes, and mails subpoenas and summons to appropriate parties; schedules review cases; attends bi-weekly court hearings; fills in appropriate information on orders for appointment of the Guardian ad Litem; processes, reviews, and mails orders; documents hearing results; schedules future review hearings;
  
  enters data into the computer system.
• Receives, receipts, records, verifies, monitors, and submits fines, fees, costs and other monies received by court; disburses restitution payments; enters payment information into system and posts to proper case file; accounts and balances daily receipts for disbursement.
• Prepares documentation, enters data, processes, and forwards to accounting all invoices to be paid from grant accounts; maintains documents; prepares monthly reports for reimbursement of funds.
• Reviews monthly reports on all fees in arrears; schedules contempt hearings; prepares and mails court notices; prepares docket for judge and court personnel.
• Enters new employees, probation officers, assistant district attorneys, and other court personnel in the Juvenile Courts Automated Tracking System (JCATS); inactivates individuals who no longer need access; enters codes, offenses, and dispositions as needed; coordinates with outside vendors to resolve problems with the JCATS system.
• Prepares and files withdrawal of complaint letters for petitioners as needed.
• Schedules and coordinates with interpreters as needed.
• Assists the public at the counter; answers telephone; researches and responds to written and verbal inquiries about court policies, procedures, case status, fines and costs due, and scheduling of court proceedings; resolves complaints; retrieves…