Records Manager

Overview of the Position The position is located in the Clerk’s office and reports to the Supervisor - Courtroom Operations. The Records Manager is responsible for maintaining, distributing and tracking the various case records filed with the court. The Records Manager is the primary liaison between District Court clerks’ offices and the Clerk’s office staff, chambers staff, judges, and the Staff Attorney’s office for obtaining records, transcripts, courtroom materials, sealed materials, state court records and exhibits, as well as locating and providing miscellaneous materials for chambers.

The Records Manager is also principally responsible for all audit tasks and manages all mail services.

Work is performed in an office setting. Typical work hours are 8 a.m. 4:30 p.m. or 8:30 am – 5 p.m. with work outside of normal business hours occasionally needed.

• Ensures all record material that is necessary for the court is transferred from district courts and administrative agencies. Retrieves files, transcripts, exhibits, and record material. Makes copies of records for court personnel, judges, and others.
• Corresponds with district courts to obtain record material and maintains tickler system of requests made to follow up on requests. Maintains reports in CM/ECF.
• Logs all sealed records and ensures they are maintained as sealed records.
• Makes copies of pre-sentence investigation reports, transcripts, and administrative records in electronic or paper form.
• Enters receipt of all records in CM/ECF.
• Routes records to appropriate court staff, staff attorneys or chambers, as necessary. Advises court staff of receipt of records.
• Maintains, stores, and organizes records.
• Prepares and ships records to the Federal Record Center and NARA.
• Contacts attorneys to obtain needed record materials, and coordinates with chambers for the return of records.
• Obtains missing or misplaced materials from the appropriate source.
• Ships records and other materials to chambers and to branch offices in connection with court sessions. Coordinates return of materials in the event of calendar changes.
• Maintains, reviews, and audits all UPS and Federal Express records. Tracks missing or delayed materials.
• Performs daily mail duty, including opening, logging, sorting, and distributing mail to appropriate office staff.
• Advises Clerk on mailing procedures and availability of alternative services. Makes suggestions for improvement in procedures. Analyzes new equipment offered by vendors and makes proposals to the Clerk.
• Monitors postage usage to prevent fraud, abuse, or waste.
• Performs audits to assist the Clerk in evaluating mail, UPS and Federal Express usage in connection with requests from the judges for alternative services.
• Monitors and resolves delinquent records issues.
• Serves as bailiff for court sessions. Assists with courtroom preparation. Performs other courtroom duties as required.

• Paralegal training or 4+ years equivalent work experience that demonstrates the necessary knowledge and skills.
• Ability to effectively communicate orally and in writing with individuals and groups (judges, court staff, attorneys, district court offices and members of the public). Ability to work independently as well as collaboratively.
• Detailed knowledge of court filing systems. High degree of understanding of district court records and files.
• Knowledge of court confidentiality requirements. Ability to consistently demonstrate sound ethics and judgment.

• Bachelor’s degree in a relevant field.
• Knowledge of court operations, functions, and organizational structure of units supported. Knowledge of the Guide to Judiciary Policy, the Human Resources Manual, and internal controls guidelines and how they apply to each court unit.
• Familiarity with CM/ECF.

• Vacation time accrues at the rate of 13 days per year for the first 3 years, increasing to 20 days after 3 years and 26 days after 15 years.
• Sick time accrues at a rate of 13 days per year.
• 11 paid holidays per year.
• Choice of a variety of employer-subsidized federal health plans and optional employer-subsidized Federal Employees Group Life Insurance.
• Vision and Dental insurance…