Job Details for 2151 - EO Records Specialist - Misdemeanor Unit
Job Description
FLSA STATUS: Non-Exempt
GRADE: 109
POSITION
SUMMARY
Under general supervision; performs work of routine difficulty
setting up and preparing case files for use by the State’s Attorney Department
within the Misdemeanor unit; performs related work as required.
DISTINGUISHING FEATURES OF THE CLASS
An employee in this class supports
the Misdemeanor unit and is responsible for pulling, reviewing and verifying
information contained in case files utilized within the assigned court room.
Work involves the ability to pull and organize a high volume of files in an
accurate and timely manner. General supervision is received from the assigned
Supervisor or Manager.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The list of duties and responsibilities is illustrative only, and is not a
comprehensive listing of all the duties and responsibilities performed by
positions in this class.
• Obtains case files and notices for all
assigned misdemeanor court rooms
• Verifies recorded court dates and
other information coded on the case files
• Verifies that files include
applicable documents, date stamps and signatures
• Files notices and
other paperwork in the appropriate case file
• Reads and interprets
orders
• Prepares witness notices
• Prepares jury instructions
• Validates orders and court processing paperwork
• Subpoenas medical
records from hospitals and fire departments
• Sorts, organizes, retrieves
and re-files documents
• Responds to courtroom and attorney requests for
files
• Addresses documents that are not accurately completed
•
Identify and research discrepancies in the files
• Utilizes computer
programs and databases to retrieve, verify and/or create printouts of
information for inclusion in case files
• Prepares files for imaging
• Answers phones and responds to witness inquires
• Process Criminal
histories and/or driving abstracts
• Generate court notices and motions
• Cross train with other staff to provide back-up and support to other
misdemeanor court rooms
• Maintains regular attendance and punctuality
NON-ESSENTIAL DUTIES AND RESPONSIBILITIES
• Adjusts work
assignments and schedules in the event of an emergency to participate in
emergency preparedness, response, and recovery activities as assigned.
•
Depending on assignment may maintain required emergency management training,
licensure and/or certifications.
• Performs related duties as required or
assigned within job classification.
QUALIFICATIONS
To perform
this job successfully, an individual must be able to perform each essential
duty satisfactorily. The requirements listed below are representative of the
knowledge, skill, and /or ability required. Reasonable accommodations may be
made to enable individuals with disabilities to perform essential functions.
Knowledge of:
• Current office practices, procedures and
equipment
• County policies and procedures
• Applicable federal,
state, and local laws, rules, regulations, codes, and/or statutes
Skill in:
• Using computer hardware and software including word
processing, spreadsheets, databases, email, etc
• Applying an acquired
knowledge of procedures, rules, regulations and services applicable to the
assigned office
• Organizing and tracking a high volume of files and
paperwork
• Verifying own work and identifying errors
Ability to:
• Manage projects and multiple priorities simultaneously
• Establish and maintain effective working relationships with department
and division staff, other departments and others, such as vendors
•
Communicate and use interpersonal skills to interact with coworkers,
supervisor, the general public, etc. to sufficiently exchange or convey
information and to receive work direction
• Ensure compliance with
applicable federal, state, and local
• Convey excellent oral and written
communication
• Work effectively under stress
• Maintain
confidentiality
SUPERVISORY RESPONSIBILITIES
n/a
EDUCATION and/or EXPERIENCE
Completion of a High School Diploma or
General Equivalency Diploma equivalent and two years of clerical or
secretarial office experience, which included use of computer equipment; or,
an equivalent combination of education and experience sufficient to
successfully perform the essential duties of the job such as those listed
above.
PHYSICAL REQUIREMENTS
The physical demands described
here are representative of those that must be met by an employee to
successfully perform the essential functions of the job. Reasonable
accommodations may be made to enable individuals with disabilities to perform
the essential functions.
Sedentary Work: Exerting up to 10 pounds of
force occasionally and/or a negligible amount of force frequently or
constantly to lift, carry, push, pull or otherwise move objects, including the
human body. Sedentary work involves sitting most of the time. Jobs are
sedentary if walking and standing are required only occasionally and all other
sedentary criteria are met.
WORK ENVIRONMENT
The work
environment characteristics described here are representative of those an
employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities
to perform the essential functions.
Position is typically office or
administrative work and is not substantially exposed to adverse environmental
conditions.
CERTIFICATES, LICENSES, REGISTRATIONS
None