Microfilm/Court Records Clerk

2 weeks ago

Danville, United States Hendricks County Government Full time
Job DescriptionJob DescriptionSalary: $21.00-$22.79 per hour

Hendricks County Job Description



Title/Position: Microfilm/Court Records Clerk       

 

FLSA Status: Non-exempt


Department:  Clerk                                                  


Supervisor:    Clerk                                                   


Hours Work: 8:00 to 4:00pm                                   

Monday thru Friday


Purpose of Position:   Prepare documents to scan into case management system, scan documents into system on correct case and correct event.  Assists Title searches.

 Take and pick up documents/files from court twice a day. Handle all marriage license copy requests and all other copy requests. Assists clerk with cleaning up files in basement. Scan older cases into case management system scan into system to be put on film. Answer phone. Keep confidential cases confidential, files locked in filing cabinet and electronic documents secured by lock in system.


Essential Duties: (include but not limited to)

  • Prepares files for microfilming by organizing documents in chronological order.
  • Converts hard copy records to microfilm, in accordance with the rules set forth by the State Court Administration.
  • Retrieves court records as requested by governmental agencies, law enforcement agencies and private sector businesses.
  • Maintains database log of files.
  • Sorts and destroys records, in accordance with state record keeping requirements.
  •  Scan newer documents into case management system on correct event
  • Assists with training new employees for this department
  •  Know what cases Identification must be shown before viewing file or receiving copies.
  •  File documents in older files before E-Filing.
  •  Know what files are confidential and those that are not.
  •  Enter film/fiche in machine and assist public for document needed.
  • Make copies when requested
  • Keep old and new Record system organized and available at all times
  • Keep Elected Clerk informed on any issue’s, problems and or updates.
  • Lock confidential cabinet end of day and unlock in mornings
  • Assist in turning lights on in mornings and off in afternoon
  •  Prepare file and label when needed
  • Help public at counter with copy request, pull files for public to view
  • Assist public with public terminals when needed.
  • Know location of books, files, film, fiche and all items in basement and in Clerks office that Clerk is responsible for or oversees
  • Help convert fiche to digital access to be more efficient for public
  • Must go through every file and must meet retention schedule before it can be destroyed.
  • Basic computer skills
  • Ability to effectively and tactfully deal with other people
  • Ability to maintain confidentiality
  • Good organizational skills
  • Ability to communicate well, both verbally and in writing
  • Basic knowledge of general office practices, such as filing, record keeping, phone etiquette, etc.
  • Attention to detail
  • Receives phone calls and questions or refers to the appropriate person or      department.
  •  Performs other duties as assigned.
  • Attend meetings as needed.


Education & Qualification Requirements:

  • High school diploma or GED
  • Ability to lift at least 40 pounds

 

Responsibility:

Incumbent works under established guidelines and procedures.  Tasks are routine,

 require little opportunity to make choices.  Errors in work can cause excessive risk and or costs to department.


Working Relationships:

Working relationships are with supervisor, associates in same department, other county departments, courts and the general public for the purpose of communicating factual or procedural information.


Working Conditions & Physical Demands:

Work is performed in a standard office environment.



APPLICANT/EMPLOYEE ACKNOWLEDGEMENT:


The job description for the position of ____________________________Department describes the duties and responsibilities in this position.  I acknowledge that I have received this job description and understand that it is not a contract of employment.  I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.


Is there anything that would keep you from meeting the job duties and requirements as outlined?


Yes______     No_______



_________________________________________                  ______________________

Applicant/Employee signature                                                    Date


____________________________________

Printed Name



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