Judicial Records Clerk

Job Title

Performs a variety of clerical related tasks and document management. Receives and maintains case documents ensuring quality control and efficiency. Monitors orders for delivery, calendaring, and mailing out. Assists with individual file review.

Essential Duties And Responsibilities:

• Receives all incoming mail, documents and orders.
• Sorts, scans and indexes according to workflow specifications.
• Responsible for imaging all incoming and outgoing documentation on cases.
• Follows proper batch tracking and scanning procedures.
• Reviews imaged documents for quality control by verifying and validating each documents.
• Assists with e-mail and faxes, as needed.
• Determines appropriate document code for case work flow to appropriate staff by document type and document content.
• Requires reading of document to determine proper routing code.
• Keeps all original records to ensure document properly transferred electronically.
• Pulls original document and rescans for quality.
• Discards original document after appreciable time has passed.
• Complies with locally defined time frames to ensure the timely and appropriate processing of workflow.
• Locates paper files, when needed. Scans back files and converts to electronic file.
• Communicates and retrieves files and court documents from County Clerk and judge offices.
• Delivers and picks up court orders requiring judge signature on daily basis.
• Processes 7 day order by mail.
• Monitors and tracks 21 day orders resulting from referee hearings or administrative matters.
• Calendars all order to enter with the court, reviews files for objections on proposed orders and submits order for entry to the court if no objections.
• If objections are filed, match objections with pending orders and prepare packet for court hearing.
• Assists with weekly court sheet preparation.
• Once entered, mails orders to clients and makes a record in MiCSES of action taken.
• Generate weekly review and modification notices on eligible cases and disburse to staff for further review and action.
• Processes returned mail by reviewing the file for any new client contact information and attempts to resend time sensitive documentation.
• Handles client file review requests from clients and attorneys.
• Prepares file for review, including following confidentiality standards and procedures to ensure sensitive information is not disclosed.
• Prepares case file for transfer to another county under the direction and assistance of the Accounting Supervisors/Imaging Coordinator using applicable transfer guidelines.
• Responsible for client changes, including but not limited to updating addresses, phone numbers, e-mail and employers.
• Assists other employees with locating documents by troubleshooting in the imaging system as well as provide general assistance when needed.
• Communicates regularly with Account Supervisor/Imaging Coordinator on technical issues that may arise with scanner and imaging system functionality.
• Collects and maintains statistical data on caseload specific matters for internal and state statistics.
• Performs special projects and case clean-up activities.
• Ensures a full complement of staffing for the reception area and assists with lobby, as needed.
• Other duties as assigned.

Supervision Received: Works under the general supervision of the Friend of the Court and direct supervision of the Accounting Supervisor/Imaging Coordinator.

Supervisory Responsibilities: N/A

Experience, Skills, Education:

• Bachelor Degree from a regionally accredited college or university in psychology, social work, business, accounting or related behavioral or business degree preferred.
• Associate Degree from a regionally accredited college or university in psychology, social work, business, accounting or related behavioral or business degree required.
• Little or no previous work-related skill, knowledge or experience is needed.
• The court at its discretion may consider an alternative combination of formal education and work experience.
• Writing, reading, mathematical principles; proficient computer skills-Microsoft Office Suite, Outlook; exercise sound judgment and decision making in accordance with policies and procedures; ability to research and problem solve independently;…