Case Records Data Technician

Job Description

Operates under the general direction of the Court Records Supervisor and the supervision of the Chief Deputy Clerk. Performs a variety of duties involved in the maintenance and administration of the Circuit Court Record's records management and retention program; ensures proper organization, retention, and disposal of Circuit Court records and documents the ongoing implementation and enhancement of an office wide records management program. The success of these operations depends on the individual strictly observing a high standard of confidentiality, integrity and dedication with respect to all the services offered by the County Clerk/Register's office.

This is a full-time, benefited position working at the Family Justice Center located at 12240 Fillmore St., West Olive, MI 49460. Typical working hours are Monday-Friday, 8:00 a.m. to 5:00 p.m.

Essential Job Functions

The essential functions of this position include, but are not limited to, any combination of the following:

• Manages and maintains all court files sorted in the vault by numerical number. Pulls, reviews and ensures accuracy of all files for the daily judicial and referee docket. Files all requisite documents in the paper file. Scans all files leaving and returning to the vault to track location of the paper file.
• Coordinates and facilitates record access requests by staff, county departments, and the public, as well as responding to information inquiries and requests.
• Responsible for providing scans of images and documents as needed using appropriate digital and metadata standards. Operates image scanning system and indexes scanned records into electronic document management system. Assists customers in researching documents in electronic and digitized files, microfiche, hardcopy, and other records storage media.
• Implements and refines the departments records retention program in accordance with local, state and federal law.
• Advises the department in the creation, development, and implementation of archival procedures, procedures manual, and departmental goals. Implements current procedures and develops new procedures for archived records, considering previous organizational and cataloging systems.
• Responsible for record maintenance; evaluates and coordinates the re-housing and stabilization of off-site records; ensures compliance with government regulations related to archiving records and ensures accurate and up-to-date inventories and reconciliation of all archived records.
• Creates an inventory of all records to be disposed and properly records these on an Order to Dispose of Court Records. Ensures the Order is signed by the Chief Judge of the Court, and coordinates the destruction of the paper file with the County’s current shredding company and the electronic file with the IT department and JIS.
• Coordinates the assessment and the transfer of relevant records to the Archives of Michigan. Ensures if records are transferred that the state archivist or his/her representative sign the Order to Dispose Court Records. Maintains list of records sent to the Archives for staff to easily relay this information to the public.
• Updates the records management system with required information that may be missing from the Register of Actions. Performs routine bookkeeping tasks such as balancing accounts for the financial register of actions.
• Generates destruction dates for all files in accordance with the Michigan Court Records Retention policies to ensure that records are destroyed at their proper time.
• Operates and maintains extensive database of archived files.
• Provides clerical support for the County Clerk/Register's office, including filing, sorting and prioritizing incoming mail, pulling files and records, processing documents and preparing correspondence.
• Refers inquiries and requests for legal guidance and other information beyond the scope and authority of the position to more appropriate resources.
• 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.

Required Education, Training and Experience

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 office experience in an office position requiring extensive public/customer contact. Background in Library Science preferred.

Additional Requirements and Information

Required Knowledge and Skills:

• Excellent working knowledge of procedures and requirements for archiving court records using General Records Retention and Disposal Schedule #15 – Michigan Trial Courts.
• Good working knowledge of procedures and requirements for archiving Clerk records using General Schedule #6 – County Clerks.
• Good working knowledge of Michigan laws, policies and procedures regarding processing and issuing of all court records.
• 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.
• 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.
• Ability to maintain attention to detail in a multi-project work environment with frequent interruptions.
• Excellent proofreading skills and attention to detail.
• Excellent interpersonal and human relations skills.
• Excellent memorization skills and the ability to retain detailed information.
• Ability to quickly and accurately decode information and apply policies, procedures and precedents to new problems.
• Good communication skills and active listening skills.

Physical Requirements

• 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.

Working Conditions:
Work is generally performed in a normal office environment.

Disclaimer:
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

Job Description

Operates under the general direction of the Court Records Supervisor and the supervision of the Chief Deputy Clerk. Performs a variety of duties involved in the maintenance and administration of the Circuit Court Record's records management and retention program; ensures proper organization, retention, and disposal of Circuit Court records and documents the ongoing implementation and enhancement of an office wide records management program. The success of these operations depends on the individual strictly observing a high standard of confidentiality, integrity and dedication with respect to all the services offered by the County Clerk/Register's office.

This is a full-time, benefited position working at the Family Justice Center located at 12240 Fillmore St., West Olive, MI 49460. Typical working hours are Monday-Friday, 8:00 a.m. to 5:00 p.m.

Essential Job Functions

The essential functions of this position include, but are not limited to, any combination of the following:

• Manages and maintains all court files sorted in the vault by numerical number. Pulls, reviews and ensures accuracy of all files for the daily judicial and referee docket. Files all requisite documents in the paper file. Scans all files leaving and returning to the vault to track location of the paper file.
• Coordinates and facilitates record access requests by staff, county departments, and the public, as well as responding to information inquiries and requests.
• Responsible for providing scans of images and documents as needed using appropriate digital and metadata standards. Operates image scanning system and indexes scanned records into electronic document management system. Assists customers in researching documents in electronic and digitized files, microfiche, hardcopy, and other records storage media.
• Implements and refines the departments records retention program in accordance with local, state and federal law.
• Advises the department in the creation, development, and implementation of archival procedures, procedures manual, and departmental goals. Implements current procedures and develops new procedures for archived records, considering previous organizational and cataloging systems.
• Responsible for record maintenance; evaluates and coordinates the re-housing and stabilization of off-site records; ensures compliance with government regulations related to archiving records and ensures accurate and up-to-date inventories and reconciliation of all archived records.
• Creates an inventory of all records to be disposed and properly records these on an Order to Dispose of Court Records. Ensures the Order is signed by the Chief Judge of the Court, and coordinates the destruction of the paper file with the County’s current shredding company and the electronic file with the IT department and JIS.
• Coordinates the assessment and the transfer of relevant records to the Archives of Michigan. Ensures if records are transferred that the state archivist or his/her representative sign the Order to Dispose Court Records. Maintains list of records sent to the Archives for staff to easily relay this information to the public.
• Updates the records management system with required information that may be missing from the Register of Actions. Performs routine bookkeeping tasks such as balancing accounts for the financial register of actions.
• Generates destruction dates for all files in accordance with the Michigan Court Records Retention policies to ensure that records are destroyed at their proper time.
• Operates and maintains extensive database of archived files.
• Provides clerical support for the County Clerk/Register's office, including filing, sorting and prioritizing incoming mail, pulling files and records, processing documents and preparing correspondence.
• Refers inquiries and requests for legal guidance and other information beyond the scope and authority of the position to more appropriate resources.
• 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.

Required Education, Training and Experience

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 office experience in an office position requiring extensive public/customer contact. Background in Library Science preferred.

Additional Requirements and Information

Required Knowledge and Skills:

• Excellent working knowledge of procedures and requirements for archiving court records using General Records Retention and Disposal Schedule #15 – Michigan Trial Courts.
• Good working knowledge of procedures and requirements for archiving Clerk records using General Schedule #6 – County Clerks.
• Good working knowledge of Michigan laws, policies and procedures regarding processing and issuing of all court records.
• 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.
• 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.
• Ability to maintain attention to detail in a multi-project work environment with frequent interruptions.
• Excellent proofreading skills and attention to detail.
• Excellent interpersonal and human relations skills.
• Excellent memorization skills and the ability to retain detailed information.
• Ability to quickly and accurately decode information and apply policies, procedures and precedents to new problems.
• Good communication skills and active listening skills.

Physical Requirements

• 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.

Working Conditions:
Work is generally performed in a normal office environment.

Disclaimer:
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

This position is benefited and is subject to the Group T manual.

Ottawa County offers a wide range of benefits to support you in your career. View the Benefits Summary for more information.

The current Group T manual can be viewed here. The Ottawa County Universal Wage Scale can be found here.

**Part-time benefitted positions will receive prorated benefits.