Records Specialist (Clerk of Courts)

Outagamie County; Appleton (WI); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

On-site clinic

Wisconsin Retirement System

Job summary

Outagamie County is seeking a Records Specialist to manage disposition, retention and destruction of official records at the Clerk of Courts in Appleton, WI. The role supports custody and security of sensitive records and coordinates storage and office space.

The position requires a high school diploma or GED with 3 years of office experience in a court or legal setting, and proficiency with filing systems, record control and confidentiality.

Qualifications

• High school diploma or GED with training and 3 years office experience preferably in a court or legal setting.
• Experience with filing systems, office automation and records control.
• Ability to lift, carry, push, pull up to 45 pounds and perform basic math.
• Ability to read, understand and apply laws and directives regarding record retention.
• Ability to maintain confidentiality.

Responsibilities

• Files and retrieves case records and documents in accordance with procedures, rules and policies.
• Provides physical security in the monitoring and controlling of highly sensitive and confidential case records.
• Reviews statutes, Supreme Court rules and other governing laws regarding disposition, retention and destruction of records and exhibits.
• Coordinates and manages offsite record storage areas.
• Plans and coordinates file and office space for securing and storing court records.
• Works with the general public and court related officials.
• Implements systems and changes as appropriate.
• Coordinates office automation technologies relating to records control.
• Works with County's Maintenance and IT departments planning for long and short term status of records.
• Ensures safekeeping of court records by conducting surveillance of the general public and court personnel as they review the records.
• Inventories records prior to authorized release and prepares general index receipt and inventories record upon their return.
• Coordinates case records with staff.
• Performs record searches utilizing CCAP, Laserfische and microfilm methods.
• Prepares billing statements
• Maintains regular and predictable attendance, works overtime/extra hours as required.

Job description

Reporting to the Chief Deputy, the Records Specialist performs a variety of tasks in relation to the control, inventory and overall management in the disposition, retention and destruction of official records and exhibits.

Hours: Monday-Friday 8 AM to 4:30 PM with possibilities of overtime

Location: Clerk of Courts in the Outagamie County Government Center @ 320 S. Walnut St. in Appleton, WI

Benefits: We offer a comprehensive benefits package including an on-site and near-site clinic and being a part of the Wisconsin Retirement System.

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Files and retrieves case records and documents in accordance with procedures, rules and policies.
• Provides physical security in the monitoring and controlling of highly sensitive and confidential case records.
• Reviews statutes, Supreme Court rules and other governing laws regarding the disposition, retention and timely destruction of records and exhibits.
• Coordinates and manages the offsite record storage areas.
• Plans and coordinates file and office space for securing and storing court records.
• Works with the general public and court related officials.
• Implements systems and changes as appropriate.
• Coordinates office automation technologies relating to records control.
• Works with County's Maintenance and IT departments planning for both long and short term status of records.
• Ensures safekeeping of court records by conducting surveillance of the general public and court personnel as they review the records.
• Inventories records prior to authorized release and prepares general index receipt and inventories record upon their return.
• Coordinates case records with staff.
• Performs record searches utilizing CCAP, Laserfische and microfilm methods.
• Prepares billing statements
• Maintains regular and predictable attendance, works overtime/extra hours as required.

• High school graduate or G.E.D. with training and 3 years office experience preferably in a court or legal setting, experience with filing systems, office automation and records control

• Or any combination of education and experience that provides equivalent knowledge, skills, and abilities.

• Knowledge of and demonstrated ability to conform to goals, policies, and procedures of the Department as well as the Outagamie County Work Rules and Terms of Employment.
• Ability to work effectively with coworkers, the general public and members of all socioeconomic groups by using tact, respect, diplomacy, cooperation and strong interpersonal communication skills.
• Ability to read, understand and apply laws and other directives regarding record retention.
• Ability to work independently making sound decisions using good judgment.
• Skill in use of personal computer, software utilized by the department, photocopier, fax machine, telephone and other office equipment and software.
• Demonstrated ability to type 45 wpm at 95% accuracy rate.
• Ability to communicate effectively verbal and in writing.
• Ability to use automated and manual filing systems.
• Ability to maintain confidentiality.
• Ability to understand and follow written and oral instructions.
• Ability to add, subtract, multiply, divide, and figure mathematical calculations.
• Ability to lift, carry, push, pull; or otherwise move objects up to 45 pounds, understanding and utilizing proper body mechanics.