Case Records Technician; Part-Time​/Limited

Operates under the general direction of a Case Records Technician II and the supervision of the Court Records Supervisor. Performs a variety of clerical tasks and is responsible for issuing, maintaining, and processing documents pertaining to court events under the jurisdiction of the 20th Judicial Circuit Court. The success of these operations depends on individual staff members strictly observing a high standard of confidentiality, integrity and dedication with respect to all of the services offered by Circuit Court Records.

As an employee of the Clerk/Register’s Office, you will have access to highly sensitive and confidential information, including suppressed, non-public files. This is a part‑time, limited‑benefited position working out of the Ottawa County Courthouse located at 414 Washington Ave., Grand Haven, MI. The position works 19.5 hours per week, on Monday and Friday, 8:00 a.m. – 5:00 p.m. and one additional day of the week for 3.5 hours.

• Assists customers on the phone and at the counter, court employees, and other county staff with documents, files, requirements, policies, or information. Refers customers to appropriate court offices or locations within the county depending on their needs. Operates a multi‑line phone system.
• Reviews, accepts, and processes Personal Protection Orders, assists customers by reviewing documents for accuracy, completeness, and compliance with appropriate Court Rules and Statutes, obtains Judge’s signature or explains required procedures for submitting documents to the customer.
• Provides clerical support for the Circuit Court Office, including filing, sorting, prioritizing incoming mail, pulling files, handling multi‑volume case files, processing documents, and information.
• Utilizes various computer programs (word processing, spreadsheets, document management) to format documents, spreadsheets, open cases, brochures, and training materials.
• Maintains accurate hearing notes in the register of actions and provides necessary paperwork to the judge.
• Operates an image scanning system to scan documents into a database. Indexes scanned records. Assists customers in researching documents in electronic and digitized files, microfiche, hardcopy, and other records storage media.
• Processes and submits state reports.
• Receives payments for fines, fees, court costs, reimbursement, and other court‑ordered payments, and issues receipts.
• Processes requests from the public for court records and information.
• In addition to performing any or all of the foregoing functions, performs other functions as assigned to ensure fast, accurate, and cost‑efficient customer service.

High school diploma required, combined with some post‑secondary training in business information systems, legal studies, records management, finance or other commercial field and two years of general officer experience in an office position requiring extensive public/customer contact.

• Excellent working knowledge of procedures and requirements for archiving court records using General Records Retention and Disposal Schedule #15 – Michigan Trial Courts and General Schedule #6 – County Clerks.
• Good working knowledge of basic court processes, legal terminology, documents, and procedures.
• Fast and accurate keyboarding skills.
• Excellent customer service skills.
• Accurate mathematical skills.
• Working knowledge of privacy requirements related to Court, Vital, and Register of Deeds records.
• Computer literacy and knowledge of word processing, spreadsheet, and database applications.
• Knowledge of document imaging protocols and equipment operation.
• Excellent organizational skills and the ability to prioritize the workload.
• Excellent proofreading skills and attention to detail.
• Excellent interpersonal and human relations skills, including communication skills and active listening skills.
• Ability to quickly and accurately decode information and apply policies, procedures, and precedents to new problems.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

Ottawa County is an Equal Opportunity Employer.

Must be able to lift up to 35 pounds.

Must be able to access all areas of the county and court offices.

Must be able to enter and retrieve information on the computer.

Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility.

Work is generally performed in a normal office environment and courtroom setting.