PURPOSE OF CLASSIFICATION
The purpose of this classification is to perform specialized clerical work, provide customer service, and process information/documentation relating to the Courts, Election’s Office, Tax Assessor’s Office, Sheriff’s Office or other department as assigned.
Examples of Duties:
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Receives and processes documents pertaining to department programs, operations and/or services; date stamps incoming documents; reviews documents for completeness and accuracy; applies established procedures; completes forms and documents by researching, collecting and/or calculating needed data/information; and copies, files, distributes and/or submits documents to appropriate staff, agencies or parties.
Assists customers via telephone, correspondence, and in person; answers telephones; greets customers and visitors; provides assistance, requested documents and information; explains department policies and procedures; researches and responds to questions; resolves complaints and problems; and refers persons to other staff members as appropriate.
Prepares documents, records, work orders, invoices, and/or forms requiring knowledge of department operations and services; prepares operational and statistical reports; researches, compiles, consolidates, and/or tabulates information; and prepares correspondence and letters.
Establishes and maintains information in automated files and databases; enters and updates data; maintains spreadsheets, listings, tracking data and other program and/or operational information; researches information in databases, spreadsheets and other automated files; and retrieves and reports data in requested formats.
Prepares and maintains paperwork files and records; pulls files and documents upon request; researches files and records to retrieve information; photocopies documents and distributes and/or files; requests information from other departments as necessary to complete department records/files; and purges and/or shreds documents as directed.
Receives, dates and distributes incoming mail; and prepares outgoing mail.
Orders office supplies as requested; and receives, stores, and delivers documents, office supplies and records.
May receive payments for fees or department services, record and receipt payments; and prepare payments for deposit.
Operates a personal computer, telephones, copiers and other general office equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software.
Assignment to Elections Department may include the following additional duties:
Registers voters; processes new voter applications and enters into computer; processes deletions, transfers, and changes in voter information.
Prepares for elections; prepares and sets up voting booths for elections; assembles materials for polling precincts; assists poll managers with return of supplies.
Assignment to Court may include the following additional duties:
Processes civil, criminal, and juvenile cases; creates files for each case and places cases on dockets; prepares cases for arraignment; disposes cases in computer after court and distributes disposition reports; reviews and verifies bench warrant cases before sending to sheriff’s office to prevent errors.
Facilitates court activities; schedules court dates to new/old cases; prepares and distributes court calendars; coordinates with judges, district attorney, solicitor, attorneys, and others to prepare cases for court; scans court cases and court orders issued by judges into computer; prepares appeals and issues summons/subpoenas; prepares warrants; prepares minutes of indictments, court-imposed fines, or other actions; transfers cases to other courts as appropriate.
Assists Judge in court; organizes cases prior to hearings; ensures availability of case files with all necessary documentation for Judge’s review; attends court proceedings for jury trials, arraignments, motions, sentencing, or revocations; participates in jury coordination, including striking jurors or placing jurors on panels.
Researches data in Georgia Crime Information Center (GCIC) and the National Crime Information Center (NCIC) systems related to court dispositions, criminal histories, and other related data.
Assignment to Tax Assessor’s Office may include the following additional duties:
Performs data entry and quality control of real estate data; enters data from tax returns; enters real property evaluations, sales updates/revisions, and homestead exemptions into computer; compiles field work for appraisers; logs and tracks status of field work; enters completed evaluations for appraisers; explains property evaluations to taxpayers.
Conducts research of deeds and legal records to determine ownership for taxation purposes; transfers deeds on County tax digest as appropriate; creates new taxpayer accounts on digest for new property owners; researches current/previous ownership; researches warranty deeds and transfers ownership for taxation; researches and transfers quick claim deeds on digest for taxation; researches and transfers foreclosures on digest for taxation; researches deeds for correct map and parcel numbers; identifies incorrect legal descriptions or significant variations in sale price versus fair market value of a property; determines appropriate parcels to change; researches and enters data references on affidavits; files condominium covenants for acre references; researches, verifies, and tracks business transactions data; deletes homestead exemptions when taxpayers no longer qualify.
Performs other related duties as required.
High school diploma or GED; supplemented by one year of clerical experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Data Utilization: Requires the ability to determine, calculate, tabulate, or summarize data/information. Includes performing subsequent actions in relation to these computational operations.
Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
Verbal Aptitude: Requires the ability to utilize a wide variety of reference and descriptive data and information.
Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
Functional Reasoning: Requires the ability to apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change.