Records Clerk

This recruitment will establish a hiring list for current and future vacancies.

Under general supervision, performs a variety of entry-level manual activities related to imaging, quality assurance, and forms processing. Performs a variety of duties in support of the Court's records department; operates computers and specialized document-imaging equipment; maintains the confidentiality of restricted records and information.

This is the entry level of the Records Clerk series. Incumbents will perform routine entry-level support within an established framework. Will have responsibility to collect, sort, image, file, quality assure and retrieve a variety of documents and/or case files in accordance with established guidelines, minimum performance standards, policies and procedures. Accuracy of work product is critical in ensuring efficient operations of the Court, and proper and accurate recording of legal proceedings.

Duties may include, but are not limited to, the following:

• Prepares records for imaging following established guidelines and standards.
• Operates electronic imaging system to process documents in a timely and efficient manner.
• Log and record entry of records in records management databases in accordance with established coding structures and procedures to ensure accurate access and retrieval.
• Operates computer to perform data entry into automated case management system and other software.
• Validates quality of documents imaged and the number of documents imaged.
• Collects accurate workload data.
• Files, retrieves documents, and other court records as required.
• Prepares files, records, and documents for storage.
• Maintains the confidentiality of restricted records and information at all times.
• Performs routine cleaning and changing of rollers on the imaging equipment on a daily, weekly and as needed basis.
• Performs other duties as assigned.

Education & Experience: High School Diploma or GED and one year of clerical experience that includes providing customer service, preferably in a professional work environment.

Substitutions: none

License or Certifications: None

Knowledge of: Basic filing and records management practices and procedures, including alpha/numeric filing systems and records search techniques; Spelling and basic English to be able to effectively communicate; Basic knowledge of arithmetic in order to update standardized forms; Basic knowledge of Microsoft Excel to update workload data into standardized statistical reports; Basic knowledge of Microsoft Outlook to write, respond, and organize email and maintain an office calendar; Customer service practices and etiquette.

Skills: Ability to keyboard at a rate of 35 net WPM.

Ability to: Perform basic arithmetic computations quickly and accurately; Accurately perform data entry using computers and related software; Follow and apply written processes, procedures and guidelines for the courts records department; Prioritize various tasks, such as imaging and responding to emails, based on records department guidelines; Follow written and verbal instructions; Utilize various automated systems such as case management systems, inventory tracking systems, and imaging software/hardware to complete work assignments; Use customer service practices and etiquette to work cooperatively with others, including court employees, justice partners, and members of the public; Work under direct or limited supervision, ensuring that all assignments are completed timely; Use Microsoft Excel to update workload data into standardized statistical reports; Use Microsoft outlook to write, respond and organize email and to maintain an office calendar; Recognize a variety of legal documents for various disciplines of law (criminal, civil, juvenile, etc.); Establish and maintain effective working relationships with supervisors, co-workers, other court personnel, the public and others encountered in the course of work; Comprehend and differentiate information pertaining to confidential reports within the courts various disciplines of law (criminal, civil, juvenile, etc.).

Special Requirement: The employee must have the ability to transport himself/herself between or among different work locations when needed to carry out job related essential functions. If traveling in own vehicle or court vehicle, a valid California Driver License is required.

Physical Demands: Sufficient eyesight to read fine statistical reports and standard text and data on computer terminal screens. Ability to speak and hear at normal conversational levels in person and over the telephone. Manual dexterity to write legibly and to use a computer terminal; to use both hands to grasp and hold boxes, supplies, and other stock items of various sizes and shapes. Ability to stand for extended periods of time. Ability to climb and use a step stool or ladder to locate documents. Ability to carry objects in arms. Ability to lift, carry and move 25lbs and occasionally up to 40lbs; and to reach, bend, stoop or crouch to retrieve or store, and stock other items. Ability to move boxes and other items. Ability to work around fumes and dust as required.

Work Environment: Generally clean work environment with limited exposure to conditions such as dust, fumes, odors or noise. Computer display terminal is used on a daily basis. Employees in this class may be required to arrange transportation for field travel and/or use their personal vehicle.

Clarifying Statement: This job description will be reviewed periodically and responsibilities may change with business necessity. This job description is not intended and should not be construed as an exhaustive list of all responsibilities, skills, or working conditions associated with this job.

SELECTION PROCEDURES:

Step I: All applicants will be invited to participate in an online pass/fail comprehensive test required to qualify for this position. Those applicants passing this step will be referred to step II in the selection process.

Step II: Those applicants that are successful in the previous step will be invited to take the in-house validation assessment. applicants passing this step may be referred to step IV in the selection process.

Step III: Upon successful completion of the validation assessment, applications will be reviewed to identify candidates who meet the minimum requirements of the position. Those candidates passing this step may be referred to step IV in the selection process.

Step IV: Those candidates that are successful in the previous step, will be invited to participate in an oral panel interview exam (weight 100%). Those candidates who are successful in the interview may be placed on an eligible list. Placement on an eligible list is not a guarantee of employment.

All candidates will be notified via email of their status at each step of the process.

Additional steps for the selection process will include a background and reference check.

REASONABLE ACCOMMODATIONS

Riverside Superior Court provides reasonable accommodations upon request for applicants with disabilities. Please contact the Human Resources Department at 951-777-3017 or [email protected] if you feel you will need an accommodation for any aspect of the selection process. The Human Resources Department asks that it be advised of special needs at least five days prior to the examination so that a reasonable accommodation may be made.

Unit: LIUNA

FLSA Status: Non-Exempt

Reports to: Records Supervisor

Amount of Travel Required: Less than 10%

Work Schedule: M-F 8 hrs. per day

Positions Supervised: None