Deputy Clerk Records Management-District Clerk

SUMMARY: The primary purpose of this position is to perform clerical records and information management work designing, evaluating, reviewing, recommending, implementing, updating, and maintaining a records and information program. Additional duties include duties related to court proceedings, civil and family law cases and tax instruments for the District Clerk's Office. This is accomplished by collecting funds; processing and filing bonds, appeals, and writs.

ESSENTIAL JOB FUNCTIONS:

• Extensive computer work daily, including data entry and scanning.
• Classifies, stores, accesses, and retrieves agency records and information.
• Provides assistance to employees on a variety of matters related to records and information management.
• Scans, stores, indexes, and classifies records.
• Gathers information to help with the identification of records to ensure that they are correctly categorized for records retention.
• Participate in the design and implementation of a District Clerk Records Management Program in accordance with applicable laws and local rules.
• Participate in the development and implementation of goals, objectives, policies, and priorities for the management of records.
• Work closely with District Clerk and Chief Deputy in maintaining agency disposition log(s).
• Assist when in other departments as requested.
• Performs other duties as requested by District Clerk.

SUPERVISORY/BUDGET RESPONSIBILITIES:

This position has no supervisory or budget responsibility.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Knowledge of foundational records management theory and practice; records management laws, regulations, rules, policies and procedures; and principles and concepts of information governance and various phases of records and information management; legal and law enforcement terminology; court processes and procedures; principles and protocols for management of official documents and court records.
• Knowledge of applicable State and Federal rules, codes and regulations and County policies and procedures.
• Ability to create legal, professional, and technical correspondence; read legal documents and extract relevant information; plan, prioritize and carry out assignments with minimum supervision; demonstrate effective interpersonal relationships by assisting others in solving problems.
• Ability to prepare clear and comprehensive written and statistical reports;

• Ability to assess and prioritize multiple tasks, projects and demands.
• Ability to research, analyze, and evaluate data and information to formulate conclusions and communicate guidance orally or in writing; to apply standardized information management strategies and procedures to unusual and/or critical situations.
• Intermediate to advanced proficiently level utilizing Microsoft Office applications including Excel; PowerPoint; Word and Outlook, and the ability to operate other standard office equipment, including telephones, calculators, fax machines, etc.
• Self-disciplined and self-motivated to work alone and with others.

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent experience.

WORKING CONDITIONS:

Position is located in an office environment with little or no exposure to environmental conditions. Health and safety hazards are minimal. No protective equipment is required. Fine dexterity, sitting, and vision are constantly used. Frequently, lifting, carrying, sitting, reaching, handling, pushing, pulling, balancing, and talking are required. Occasionally, bending, crouching, standing and walking are required.

CONDITIONS OF EMPLOYMENT:

• Must successfully complete a pre- employment drug screen.

• Must successfully complete a background investigation.