Job Details for 2151 - EO Records Specialist - Misdemeanor Unit

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