Distribution & Retention Deputy Clerk - Records Retention Center Unit

Sacramento Superior Court; California (MO); On-site; USD 42,000 - 65,000; Full time

Job summary

Sacramento Superior Court seeks a Distribution and Retention Deputy Clerk to support facilities, records retention and mail services. Responsibilities include imaging, data entry, inventory management and coordinating document storage across court locations.

Ideal candidates have a high school diploma or GED, plus 1 year of related experience; associate degree preferred. Must maintain confidentiality and comply with safety and work‑area standards.

Qualifications

• High school diploma or GED required; associate degree preferred.
• Experience in customer service and clerical/records tasks.
• Ability to operate imaging and warehousing equipment safely.

Responsibilities

• Prepare records for imaging and validate image quality.
• Organize records using established protocols and data entry into systems.
• Process mail, shipments and stock; deliver to court locations.
• Purge/arrange destruction of documents per policy; assist in audits.
• Provide customer service to internal/external court customers.

Skills

Customer service

Records management

Data entry

Safety awareness

Education

High school diploma or GED

Associate degree or higher (related field)

Tools

Case management system

Imaging hardware/software

Inventory tracking system

Job description

DEFINITION

Under general supervision, a Distribution and Retention Deputy Clerk performs a variety of support services for the Court related to facilities, records retention and mail services, including the storage, retrieval, distribution and destruction of Court case files and other records; processes, sorts and delivers mail, parcels, case files and supplies; oversees shipping and receiving; produces and distributes large and specialized copying projects; performs warehousing tasks for records retention, office supplies, equipment and furniture; maintains the confidentiality of Court records and information; performs other related duties.

DISTINGUISHING CHARACTERISTICS

This is a journey-level classification in the Deputy Clerk series that performs a wide range of specialized technical and clerical duties in support of the Court. The Distribution and Retention Deputy Clerk performs standard records management duties including scanning/imaging documents, performing quality control checks, and records management database queries. Incumbents are responsible for storing, retrieving, imaging, barcoding, indexing and delivering a variety of official documents, vital Court records, legal and administrative records and exhibits. Incumbents resolve technical issues that arise in imaging, microfilming, conversion, accessing and retrieving/filing processes. Incumbents are responsible for receiving, sorting, and distributing incoming and outgoing mail, office supplies, Court documents and materials. Incumbents create and process complex copy and print projects for various entities throughout the Court. This classification is distinguished from Deputy Clerk IV which is the lead level in the series. Duties may include, but are not limited to the following:

1. Prepares records for imaging, operates electronic imaging system to process documents, validates quality of documents imaged and the number of documents imaged; prepares files, records and documents for storage.


2. Organizes records in accordance with established protocols and procedures; enters data into case management system, records management system, databases, spreadsheets and/or forms for document management purposes.


3. Assist Court staff with records-related requests regarding stored case files or other Court related documents by researching and retrieving files and preparing correspondence.


4. Receives incoming legal documents for retention/file updating; pulls file folders from shelves or from boxes on filing units and files documents in the court files; re-files documents from boxes to shelves; unstacks/stacks boxes in order to refile records.


5. Carries and moves file storage boxes using ladders and hand trucks to perform file warehousing activities.


6. Packs and loads files for transport from various Court locations to the Records Retention Center and other Court locations and vice versa using trucks, pallet jacks, and dollies.


7. Under direction, purges and arranges for the destruction of documents and files; participates in records destruction processes.


8. Receives, scans through x‑ray machine for safety, opens, sorts, and distributes mail, interdepartmental correspondence, office supplies and equipment to designated locations; troubleshoots and determines where unidentified mail and/or correspondence should be delivered.


9. Loads and unloads a delivery vehicle ensuring that items are secured; drives a delivery vehicle and uses a hand dolly to pick up and deliver Court records and supplies to various court locations.


10. Receives deliveries and performs visual and physical inspections of supplies and equipment for quality, quantity and correctness; assists in unloading delivery trucks; checks and verifies delivery items received against packing slips and purchase orders; returns defective materials and equipment; refuses receipt of incorrect items.


11. Maintains inventory and record systems; logs and annotates the receiving information on invoices and/or packaging slips to determine that quantities and descriptions are correct.


12. Processes copy and print projects including designing, laminating and spiral/thermal binding; produces and distributes booklets, flyers, brochures, guides, manuals and other Court related documents.


13. Prepares and maintains a wide variety of records and reports related to assigned work.


14. Provides customer service by effectively communicating and assisting internal and external Court customers including various vendors.


15. Performs related duties as assigned.

EITHER I

Education: Graduation from high school or General Education Development (GED) equivalent.

-And- Experience: One (1) year of experience performing customer service, clerical duties, records-related functions or warehousing duties.

OR II

Education: Completion of an Associate’s Degree or higher level of education from an accredited college or university in a course of study related to the knowledge, skills and abilities for this classification.

Knowledge of:

Basic filing and records management practices and procedures, including alpha/numeric filing systems and records search techniques; safe driving practices and techniques; safe work practices including proper techniques for lifting and carrying heavy objects; Court ordinances, codes, procedures and practices regarding records management; computer hardware/software and data security; methods, practices and equipment used in receiving, storing and shipping materials and supplies; common forms and documents used in receiving and shipping records; modern inventory control practices and generally accepted warehousing procedures and recordkeeping methods; proper operation of warehousing equipment such as dollies, hand trucks and pallet jacks; correct English usage, including spelling, grammar and punctuation.

Ability to:

Perform routine clerical work; coordinate considerable amounts of mail and interoffice communications and meet strict time schedules; properly and safely operate vehicles and equipment used to move and store files, mail and inventory; follow safe work practices and procedures; operate a variety of equipment needed to print, image, scan and microfilm documents and records; conduct physical inventories and maintain file inventory tracking system; utilize various automated systems such as case management systems, inventory tracking systems, and imaging hardware/software to complete work assignments; accurately perform data entry using computers and related software; maintain records, logs, schedules and prepare reports; maintain confidentiality of Court documents and records; read and write English at a level required for successful job performance; understand, and follow oral and written instructions; communicate effectively and tactfully, both orally and in writing; use customer service practices and etiquette to work cooperatively with others; establish and maintain effective working relationships with those encountered in the course of work.

TYPICAL PHYSICAL REQUIREMENTS

Frequently stand and walk for extended periods; ability to get in and out of vehicles while making deliveries; may sit for periods of time in operating vehicles; stoop, kneel, squat, and crouch to pick up or move objects, office equipment and records; climb, twist, and turn on ladders up to 10 feet while filing documents; ability to work around moving objects or vehicles; ability to perform heavy physical labor for sustained periods of time; physical ability to lift and carry objects weighing up to 50 pounds without assistance; strength, dexterity and coordination to use a keyboard, mouse and computer terminal screens for long periods of time; normal manual dexterity and eye‑hand coordination; corrected hearing and vision to normal range; verbal communication; use of a variety of hand and power tools and equipment including a vehicle, pallet jack and hand truck.

TYPICAL WORKING CONDITIONS

Work is performed in a variety of Court facilities and warehouse environments, both inside and outside and in various types of weather; exposure to dust and temperature changes; continuous contact with other staff and the public.

OTHER REQUIREMENTS

Must be able to pass a criminal history information background check.

License

Possession of a valid California Driver’s License.