GENERAL DEFINITION OF WORK:
Under moderate supervision of the Director of Municipal Court, performs various complex administrative, secretarial and clerical duties necessary for the effective operation of the Court Administration Department. Supervises Court staff in the absence of the Court Administrator. Prepares, processes and maintains legal records and documents and performs other clerical and supervisory duties.

ESSENTIAL FUNCTIONS:
The following functions are intended only as illustrations of the various types of work performed. The omission of the specific duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
• Perform the duties and responsibilities of Court Clerk II with accuracy and efficiency, ensuring all tasks are completed without error.
• Serves as the office manager, facilitates fluid communication by providing timely and accurate updates to the Director of Court and clerks ensuring seamless office operations.
• Reviews and verify the work of other clerks to ensure accuracy and compliance with established procedures. Ensures consistent follow-up and follow-through on completed tasks to maintain efficiency and meet deadlines.
• Prepares, processes, maintains, files and/or transmits all legal records, official papers, dockets, summonses, and other documents as necessary for Court Administration operations.
• Attend court hearings and records the dispositions imposed by the Judge; ensures all dispositions are entered into the database. Issues bench warrants and NRVC’s as necessary; prepares correspondence.
• Performs computer data entry to record and retrieve case and payment information and to prepare reports and correspondence.
• Reviews payment plans and issues bench warrants when necessary; receives and receipts various fees and fines; maintains related records with accuracy.
• Maintains files on deferred adjudication cases; reviews periodically to ensure the completion of the requirements and returning cases to court docket for disposition.
• Reviews all expungements for accuracy; records and maintains files on all expungements in compliance with the Court Administration.
• Interprets court procedures and provides accurate guidance to court participants, ensuring they receive clear and reliable information.
• Serves as the jury docket coordinator. Calendar and schedules jury term dates. Schedules jury roster meetings. Schedules jury trials and prepares correspondence. Coordinates and summons jury pool. Attends jury trial court hearings and records the dispositions imposed. ensures all plea negotiations are entered into the database.
• Receives, prepares, processes, files, and/or submits a variety of reports and records to include trial requests, appeals, various notices, tickets, receipts, warrants, transmittals, trial letters, suspensions or Orders to the Department of Motor Vehicles, expungements, and various general legal correspondence.
• Accept and receipt payments to the proper cases and ensure balance accuracy and generating additional paperwork as necessary.
• Responsible for daily balancing of the cash drawer and preparing the deposit reports.
• Receives and processes incoming mail and related correspondence.
• Supervises court staff and serves as the emergency contact in the absence of the Director of Court.
• Serves as quality control coordinator of all Court records (scanning, disposition entry, dockets, and Court Correction Orders). Consistently reviews work to ensure accuracy.

KNOWLEDGE, SKILLS & ABILITIES:
• The ability to identify differences or similarities and make judgements based on those observations.
• Use of reasoning ability is required.
• Possesses comprehensive knowledge of Court Administration methods, policies, and procedures specific to the Deputy Clerk of Court role.
• Understands relevant laws, regulations, ordinances, and municipal government principles.
• Demonstrates proficiency in office practices, equipment, and modern technology, with the ability to apply attention to detail in reports, correspondence, and daily tasks.
• Capable of accurately interpreting and applying regulations and procedures.
• Strong command of English, mathematics, and effective communication skills.
• Ability to perform tasks independently, exercise sound judgment, and prioritize duties efficiently.
• Provides leadership and supervision, fosters teamwork, and demonstrates initiative in all aspects of the role.
• Maintains professionalism, integrity, and composure, even under stress or in emergency situations, ensuring successful job performance with minimal supervision.

EDUCATION & EXPERIENCE:
Vocational/Technical diploma in Secretarial Science or other relevant field supplemented by 4-5 years of secretarial or administrative experience, preferably in legal/court setting or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.
Knowledge of South Carolina laws and City of Beaufort ordinances required.

Standards required to perform essential job functions
• Physical Requirements: Must be physically able to operate a variety of automated office machines and equipment including a computer, telephone, etc. Must be able to exert up to five pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time but may involve walking or standing for brief periods of time. Must be able to lift/carry weights of up to twenty-five pounds.
• Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or compositional characteristics (whether similar or divergent from obvious standards) of data, people or things. This required skill set signifies the ability to identify differences or similarities and make judgments based on those observations.
• Interpersonal Communication: Requires the ability to effectively convey information and ensure clear understanding during exchanges with others. The role requires the capacity to both provide and receive assignments or direction from supervisors, as well as communicate instructions to subordinates, ensuring clarity and accurate interpretation of tasks.
• Language Ability: Requires the ability to read a variety of policy and procedure manuals, dictionaries, schedules, directories, codes, ordinances, etc. Requires the ability to enter data into computer and prepare reports, correspondence, etc., with proper format, punctuation, spelling and grammar, using all parts of speech. Must be able to speak with poise, voice control and confidence and to articulate information to others.
• Critical thinking: Must possess the ability to analyze complex situations, assess various factors, and make informed decisions to address challenges, identify solutions, and ensure effective, accurate outcomes.
• Intelligence: Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic or schedule form. Requires the ability to make independent judgments in the absence of supervisor; to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information and the ability to comprehend and implement basic office machinery functions.
• Interpersonal Temperament: Requires a positive interpersonal temperament with the ability to interact effectively and respectfully with colleagues and other court participants. The position demands emotional intelligence, adaptability including change, and professionalism in handling diverse situations and maintaining productive working relationships. Must be able to perform effectively under minimal levels of stress while maintaining professionalism and composure.
• Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently with co-workers and the public.
• Numerical Aptitude: Requires the ability to add and subtract totals, to multiply and divide, to determine percentages and decimals, to determine time. Must be able to use practical applications of fractions, percentages, ratio and proportion.
• Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape, and visually read various information.
• Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment and communications machinery.
• Manual Dexterity: Requires the ability to handle a variety of items including computer keyboards, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.
• Color Discrimination: Does not require the ability to differentiate between colors and shades of color.
• Physical Communication: Requires the ability to speak and hear clearly, including understanding communications over the telephone.

Performance Indicators
• Quality of Work: Maintains high standards of accuracy and promptly addresses any deficiencies in duties and responsibilities. Ensures effective communication with internal and external court participants, while efficiently performing essential functions and related tasks to consistently meet established standards and expectations.
• Dependability: Assumes responsibility for completing assigned tasks on time, in accordance with directives, policies, and procedures. Accountable for all aspects of assigned duties, including technical, human, and conceptual responsibilities.
• Attendance: Maintains regular attendance, adheres to absenteeism and tardiness policies, and provides timely notice for vacation or leave requests.
• Initiative and Enthusiasm: Demonstrates proactive initiative and enthusiasm in completing tasks, contributing to team efforts, and taking on additional responsibilities when needed.
• Judgment: Exercises sound judgment by analyzing situations, identifying issues, and implementing effective solutions in accordance with policies and procedures, while minimizing errors and seeking advice when needed.
• Cooperation: Demonstrates openness to supervisory direction, striving to meet goals while seeking clarification when needed. Actively contributes suggestions to enhance cooperation in this and between departments, fostering effective communication and teamwork.
• Relationships with Others: Shares knowledge with colleagues to foster mutual benefit, maintains high morale, and develops cooperative, courteous relationships both internally and externally. Handles requests, suggestions, and complaints tactfully, promoting a positive image and goodwill.
• Coordination of Work: Plans and organizes daily tasks, prioritizing work efficiently and avoiding duplication. Estimates time for completion and adheres to schedules, attending required meetings and implementing tasks according to priorities.
• Safety and Housekeeping: Follows all established safety and housekeeping standards, ensuring compliance and maintaining a clean, organized work environment. Take responsibility for personal workspace cleanliness and promptly address any areas requiring attention.

****SALARY RANGE: $55,000.00- $61,411.00 (DEPENDS ON QUALIFICATIONS)****

Position : 10402

Code : 50-2

Type : INTERNAL & EXTERNAL

Posting Start : 02/05/2025

Posting End : 12/31/9999

SALARY RANGE: $55,000.00-$61,411.00