Deputy Clerk- Records

The Deputy Clerk- Records is responsible for organizing, processing, maintaining, and retrieving legal documents and case files in accordance with court rules, legal requirements, and internal policies. This role ensures the accuracy, security, and accessibility of records while providing support to Clerk and Court staff, attorneys, law enforcement, and the public.
 

• Records Management: File, scan, and archive court documents and case files, ensuring they are correctly classified and stored according to legal and procedural standards.
• Records Retrieval and Distribution: Locate and retrieve case files or documents, and boxes as requested by authorized personnel; log file movement to maintain a clear chain of custody between the Hall of Justice and the Records Center.
• Records Retention: File, archive, and safeguard financial records in compliance with state records retention laws and court rules; prepare files for transfer to the Records Center as necessary.  
• Public Records Requests: Receive, process, and fulfill public records requests.  
• Mail and Communication: Process incoming and outgoing mail, distribute court notices, and manage electronic communications.
• Data Entry: Accurately enter case data into the court's case management system and update records as cases progress.
• Cash Handling: Collect and process payments for copies of records, balance daily receipts and issue appropriate documentation; ensure secure handling of funds and accountability.
• Compliance and Quality Control: Review legal documents for completeness, correctness; ensure accuracy, timeliness, and legibility before filing; identify and report discrepancies or missing information.  Ensure documents are filed in accordance with court rules, legal standards, and statutory requirements.  
• File Transport: Transport boxes of files between the Hall of Justice and the Records Center and deliver as needed. 
• Lift Operation: Operate a mobile lift at elevated heights while wearing any required safety equipment.  
• Office Support: Provide clerical support to other departments as needed, including mail handling, scanning, filing, and copying.
• Collaboration: Work closely with court, prosecutor, law enforcement, and other internal and external partners to support effective court operations.
• Public Relations: Represent the office in a professional manner when dealing with the public, attorneys, and other government agencies.
• Customer Service: Respond to inquiries from court staff, the public, attorneys, law enforcement, and other stakeholders regarding court procedures, case statuses, and filing requirements.  Assist attorneys, litigants, and the public with requests for copies, file reviews, and document certification, while complying with confidentiality rules. 
• Training Participation: Attend online and in person required trainings as required.
• Confidentiality: Handle sensitive information with discretion and maintain confidentiality in accordance with court policies and laws.
• All other duties as assigned.

• High school diploma or GED required. Associate’s or Bachelor’s degree in Criminal Justice, Public Administration, or a related field preferred.
•  1–2 years of clerical experience in a legal, court, or government office preferred.

Meets all job safety requirements and all applicable OSHA safety standards that pertain to the essential functions of the position and all agency safety procedures.  While performing the duties of this job, the employee frequently is required to stand, walk and sit.  The employee is required to reach with hands and arms, and climb.   The employee may often lift and/or move 50+ pounds and may be required to use the mobile power lift.