Court Records Specialist

Pima County; Tucson (AZ); On-site; USD 19,000 - 28,000; Full time

Job summary

Pima County Consolidated Justice Court is seeking a Records Clerk to support the Records team. This role handles clerical tasks such as filing court documents, preparing courtroom calendars, and processing exhibits. You will maintain case files, manage confidential information, and assist staff and the public with records requests.

The position is a pay-grade 1, with hourly pay of $17.04. Strong organizational skills and a customer-service mindset are essential for success in this on-site role

Qualifications

• Detail-oriented clerical work including filing and calendar prep.
• Ability to handle confidential information per court rules.
• Excellent customer service via in-person, phone, and email.

Responsibilities

• Processes and files incoming paperwork and documentation.
• Prepares courtroom calendars.
• Receives, logs, and processes all incoming exhibits.
• Maintains numerical PCCJC files and shelving systems.
• Archives files and court records according to retention rules.
• Retrieves and delivers records and mails.
• Public contact with litigants, attorneys, and the public.
• Scans court documents into the case management system.

Skills

Clerical skills

Customer service

Records management

Tools

Microsoft Office

Court records system

Job description

Job Description Summary

Detail-driven? Join our Records team and help power the daily flow of the Pima County Consolidated Justice Court.

Performs general clerical functions including filing court documents and preparing courtroom calendars for the Pima County Consolidated Justice Court (PCCJC). This is a court-classified position that reports to the Records Supervisor. This position has no supervisory responsibilities.

Job Description

Hiring Hourly Pay: $17.04

The position is in pay grade 1, which may constitute a promotional opportunity for current county staff. Promotional increase will be determined at the time of offer.

Essential Duties

• Processes and files incoming paperwork and documentation;
• Prepares courtroom calendars;
• Receives, logs, and processes all incoming exhibits;
• Maintains numerical PCCJC files and shelving systems;
• Archives files and court records according to their appropriate retention period;
• Retrieves and delivers records;
• Processes and delivers incoming and outgoing mail; Logs payments received in the mail according to Minimum Accounting Standards;
• Creates physical case files and stores them in designated areas;
• Performs customer service in person, by telephone, and email;
• Retrieves, sorts, and separates, court documents; reviews, verifies, and/or records required information; processes documents; generates and mails notices; makes copies and distributes to appropriate parties; and maintains copies in case files;
• Processes public records requests by looking up information in the courts case management system.
• Manages confidential information according to court rules and procedures.
• Reviews court files for accuracy and completeness, determines next appropriate action, and forwards files for proper handling;
• Assists court staff, litigants, attorneys, judges, and the public by maintaining current official records of PCCJC proceedings. Pima County Consolidated Justice Court Job Description Court Records Specialist 2 Revised: 3/06; 10/07; 5/08; 07/09; 10/09; 1/14; 8/21;5/22;10/23 Additional Duties:
• Shifts files to make room for new files;
• Scans court documents into the courts case management system.
• Serves as back-up to coworkers;
• Operates a variety of office equipment such as photocopiers, desktop computers, facsimile machines, and scanners;
• Completes duties, special assignments and projects as assigned.

Benefits

We offer exceptional benefits:

• Retirement Plan
• Vacation, holidays, and sick leave
• 100% paid parental leave
• Employer-paid Short -term Disability
• Tuition Reimbursement
• Health Wellness discount program
• Mental and Behavioral Health Benefits
• Paid Training with Advancement Opportunities
• Upon yearly anniversary, 56 hours of sick time accrued, less usage, may be rolled over to vacation time.

The Arizona Superior Court in Pima County and the Pima County Juvenile Court Center offer the same benefits as those offered to other employees working for Pima County. We offer a competitive benefits package to benefits eligible employees, which includes medical, dental, life insurance, flexible spending accounts, paid vacation and sick leave. Some benefits require contributions by employees in addition to contributions made by the employer. Please see the link below for a complete description of the offerings. Pima County Benefits Retirement Plan participation is mandatory for all eligible employees to include a mandatory pre-tax pay deduction. Current rates can be viewed here: ASRS Contribution Rates Full-time employees of government organizations may be able to receive student loan forgiveness under the Public Service Loan Forgiveness Program. For more information click Student Loan Forgiveness | Federal Student Aid.

We are an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), sexual orientation, national origin, age, genetic information, disability, protected veteran status, political interest, or any other characteristic or category protected by local, state, or federal law.