Records Specialist III - Municipal Court

City of Midland, Texas; Midland (TX); On-site; USD 38,000 - 64,000; Full time

Benefits offered by this job

2:1 Retirement Plan with TMRS

Educational Tuition Assistance Program

Public Service Loan Forgiveness

Midland Municipal Employee Credit Unit

Competitive pay

Medical/Dental/Vision Plan

PTO accrual

Paid holidays

Job summary

City of Midland, Texas seeks a detail-oriented Records Clerk to enter citations, manage case files, and support the Municipal Court Records Management System. You will respond to public inquiries, prepare reports, and keep organized storage of records for efficient court operations.

The role requires strong communication, data-entry accuracy, and proficiency with Microsoft Office. Training to obtain TMCEC Level I certification is provided within a year.

Qualifications

• Excellent verbal and written communication with judges, staff and the public.
• Strong organizational and customer service skills; ability to use PC and office equipment.
• High school diploma or equivalent plus 1–3 years in a related field; TMCEC Level I certification within 1 year.

Responsibilities

• Enter records and citations into the Municipal Court Records Management System.
• Answer inquiries from the public regarding citations and charges.
• Maintain and file case files alphabetically and numerically.
• Prepare monthly reports and manage storage of court records.
• Scan case files via document imaging system and operate Incode queues.

Skills

Communication

Customer service

Organization

Data entry

Microsoft Office

Education

High school diploma or equivalent

TMCEC Level I Certification (within 1 year)

Tools

Document imaging system

Incode

Office equipment

Job description

Scope of Work

Enters records into a Municipal Court Records Management System. Answers inquiries from the public regarding court activities and citation options. Performs administrative duties including data entry, filing and storage of Municipal Court records. Researches case files.

Essential Job Duties

• Responsible for understanding State Law and how it applies to Municipal Court jurisdiction.
• Answers call from citizens regarding their citations or other charges filed in the court.
• Enters citations and complaints in the Municipal Court Records Management System.
• Download and prepare case files for electronically issued citations.
• Creates case files for each citation or complaint filed in the Court.
• Processes citations and complaints and other documents received from the jail for persons in custody.
• Maintains, tracks and updates cases using a Municipal Court Records Management System.
• Maintains an efficient filing system (alphabetically and numerically) of active case files.
• Maintains an efficient filing system of records placed into storage.
• Maintains a monthly count of certain violations filed in the Court.
• Prepares monthly reports of juvenile cases filed in the Court for the Midland County Juvenile Court.
• Verifies motor vehicle insurance.
• Maintains accurate and efficient storage of divisional records
• Responsible for reviewing Deferred Disposition cases to ensure compliance
• Processes case files to be placed on the Revocation Hearing docket.
• Will assist the Account Clerks as needed and directed by the Court Administrator.
• Process cases for dismissal upon completion of a Driving Safety Course and Teen Court Program.
• Process cases for dismissal upon completion of Deferred Disposition.
• Reviews and audits cases files to ensure final dispositions are reported correctly.
• Scan case files into the Municipal Court Records Management System using a document imaging system.
• Will monitor and work assigned queues in Incode.
• Prepare and mail parking notices for outstanding parking violations.
• Prepare and mail miscellaneous summonses.
• Pull case files for persons appearing in an arraignment session.
• Pull case files when requests for copies of records are received.
• Writes documents including reports and office memorandums.
• Responsible for divisional correspondence, various documents, manuals and reports.
• Attends training specific to legislative changes affecting municipal courts and municipal court procedures
• Works 8:00 a.m. to 5:00 p.m. Monday through Friday.
• Performs other duties as assigned by the Presiding Judge or Court Administrator.

Physical and Environmental Conditions

Ability to move about an office or building. Ability to sit, stand and kneel and climb. Ability to lift and move storage boxes.

Required Qualifications

Ability to effectively communicate with the Presiding Judge, Associate Judge, Court Administrator, and other Municipal Court staff regarding cases filed with Municipal Court. Ability to effectively communicate well with the general public to answer questions, take complaints and direct persons to the appropriate staff member. Exceptional skill required handling citizens in delicate situations with tact and diplomacy both on the phone and in person.

Knowledge of Municipal Court activities and functions preferred. Ability to read and understand manuals in order to record work activities, keep records or work with computers. Must posses strong organizational and customer service skills. Proficiency with office equipment including typewriter, ten-key, personal computer, telephone system, facsimile and copy machine. Experience in typing, data entry and word processing. Experience with Microsoft Office applications.

High school diploma or equivalent plus one to three years' experience working in a related field required.

The selected candidate must obtain Level I Certification through the Texas Municipal Courts Education Center within one (1) year of employment.

Benefits

• 2:1 Retirement Plan with TMRS
• Educational Tuition Assistance Program
• Public Service Loan Forgiveness Employer
• Midland Municipal Employee Credit Union
• Competitive pay
• Medical/Dental/Vision Plan
• PTO accrual
• Paid holidays