Job Title: Customer Records Clerk
Department: City Clerk’s Office / Cairo Municipal Court
Reports To: City Clerk
FLSA Status: Non-Exempt
Pay Rate: DOE
Position Summary
The Customer Records Clerk provides administrative, customer service, and records management support for both the City Clerk’s Office and the Cairo Municipal Court. This position interacts regularly with the public, city departments, and court officials while maintaining accurate records, processing payments, and assisting with court operations. The position requires strong attention to detail, confidentiality, and the ability to manage multiple responsibilities in a fast-paced environment.
Essential Duties and Responsibilities
City Clerk’s Office
- Answer incoming phone calls, provide assistance or direct calls to department or staff member.
- Greet and assist members of the public visiting the office.
- Receive and process a variety of payments including taxes, landfill fees, airport fees, licenses, cemetery fees, and other city-related transactions; balance cash drawer and prepare deposits.
- Coordinate City cemetery operations by communicating with funeral directors and the City’s Community Services Department; sell cemetery lots, complete required paperwork, and maintain accurate records.
- Maintain office supply inventory and place orders as needed.
- Manage and maintain records for monthly City Park rentals.
- Pick up mail daily from the Post Office; open, sort, and distribute to appropriate departments.
- Run errands as needed, including trips to the Post Office and local newspaper.
Cairo Municipal Court
- Enter and process all citations received from the Cairo Police Department.
- Process court fines and fees; issue receipts, balance cash drawer, and prepare deposits.
- Assist with filing legal documents and motions and coordinate with attorneys, solicitors, public defenders, probation officers, and other court personnel.
- Attend court sessions and record minutes of proceedings; request clarification when necessary to ensure accurate court records.
- Schedule and reschedule court appearances including arraignments, motions, and trials; coordinate scheduling with officers and court personnel.
- Prepare and process paperwork for diversion programs, probation sentences, and fine payment plans as directed by the judge.
- Report citation dispositions to the Georgia Department of Driver Services and the Georgia Crime Information Center (GCIC).
- Issue warrants and bond forfeitures.
- Prepare, receive, and process subpoenas, court judgments, court orders, probation modifications, and related legal documentation.
- Prepare depositions and maintain case files for court records.
- Draft and prepare a variety of court correspondence.
Qualifications
- Bilingual (English and Spanish) preferred.
- Must be able to obtain GCIC Certification.
- Must complete GBI CJIS Security Policy Awareness Training and Awareness Statement.
- Must possess a valid Georgia Driver’s License.
- Must be willing and able to accept cross-training and work assignments as needed.
Skills and Knowledge
- Strong written and verbal communication skills in both English and Spanish, including accurate grammar, spelling, and sentence structure.
- Knowledge of Municipal Court policies and procedures.
- Understanding of legal forms, documents, and terminology.
- Knowledge of applicable records management and retention requirements.
- Proficiency in word processing, spreadsheets, databases, and other standard office software.
- Strong organizational skills, attention to detail, and time management.
- Ability to troubleshoot issues and resolve problems effectively.
- Ability to establish and maintain effective working relationships with coworkers, government agencies, and the public.
- Ability to interact professionally and courteously with the public.
- Basic mathematical skills sufficient to receive cash payments, make change, balance a cash drawer, and perform basic calculations.
Additional Requirements
- Ability to communicate clearly and effectively, both orally and in writing.
- Ability to read, analyze, and interpret complex documents.
- Ability to maintain confidentiality and exercise discretion when handling sensitive material.
- Ability to work effectively under pressure and manage high levels of stress while maintaining professionalism.
Guidelines
Work is performed in accordance with federal and state laws, city ordinances, record retention schedules, Municipal Court Rules, Superior Court Rules, GCIC/NCIC policies, and established city and court procedures. The position requires sound judgment in interpreting and applying these guidelines.
Please submit your resume and application to:
Human Resource Director, Autumn Waters at awaters [at] cairocity.net (awaters[at]cairocity[dot]net.)
NO PHONE CALLS PLEASE.