Finance Clerk Responsibilities

• Procure resources for the court department’s operating needs, preparing check requests and purchase orders for goods and services within the guidelines of court’s annual budget.
• Prepare daily deposits and reconciliation workpapers for the finance department to process.
• Assist the finance department with court liability account reconciliations.
• Understand and interpret the Tennessee Code Annotated for municipal court laws to ensure proper assessing and posting of court costs, fines, and fees.
• Understand and interpret the City of Germantown Code of Ordinances to ensure proper assessing and posting of court costs, fines, and fees.
• Prepare check requests for the monthly court invoices to the State of TN, Shelby County, and other agencies.
• Maintain and reconcile the Bail Bond bank account, including preparing bail bond deposits, issuing refunds, transferring bonds to other agencies, and posting applied bonds.
• Perform unscheduled audits of deputy court clerk cash drawers and transactions.

• Serve on various City committees as the Court department representative.

Deputy Court Clerk Responsibilities

• Enter case activity and payments into the court software. Provide payors with transaction receipts.
• Reconcile daily cash drawer and prepare bank deposits for the daily activity.
• Set court dates and prepare dockets for court appearances, ensuring all case information is accurate and processing changes if needed.
• Maintain files and filing system to ensure records are accurate, properly identified, and properly stored.
• Review legal documents for completeness and accuracy for processing within City and State codes and regulations.
• Perform courtroom duties: inspect equipment to ensure proper functionality, sort files, check in offenders, enter transactions and judgments into the court software, and assist the judge and attorneys as requested.
• Provide general information regarding court policies and procedures to the public, ensuring that no confidential information is released.
• Prepare certified mailings related to warrants, subpoenas, garnishments, and various other court notices.
• Process City cases to be transferred to other courts/agencies as appropriate.

• Work with the First Offender Program to schedule participants for classes and community service by communicating with participating organizations.

OTHER JOB FUNCTIONS:

• Perform tasks that require availability in the evenings and on weekends, such as signing affidavits.
• Assist with other court and finance tasks and projects as needed.
• Must be punctual and timely in meeting all job performance requirements, including but not limited to attendance and tardiness standards and internal/external deadlines.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of City Court rules, policies, and procedures, including courtroom procedures.
• Knowledge of the Tennessee Code Annotated and City of Germantown Municipal Code.
• Knowledge of various legal forms and documents issued by the Court.
• Knowledge of computer software applications including Gmail, Google Drive, Google Calendar, and word processing and spreadsheet programs.
• Skills in data entry, cashiering, and reconciliations.
• Skills in performing basic mathematical calculations quickly and accurately.
• Ability to respond tactfully, courteously, and effectively with diverse and sometimes irate individuals.
• Ability to work cooperatively with the Court staff, attorneys, judges, and law enforcement officials to provide information and resolve problems.

• Ability to maintain and process a variety of legal documents in compliance with established procedures, mandated timelines, and judicial direction.