Deputy County Clerk Archival Specialist

1 week ago

Lubbock, Texas, United States Lubbock County, TX Full time
Job Summary

We are seeking a highly organized and detail-oriented individual to join our team as a Deputy County Clerk Archival Specialist. In this role, you will be responsible for managing, coordinating, and directing all duties required to provide efficient and accurate management services and to maintain the Records Repository of the County Clerk's office.

Key Responsibilities
  • Index, file, scan, and maintain the County Clerk's archive records.
  • Provide direct customer service in person and on the telephone.
  • Assist the public as needed utilizing public computer index or ledger book index for cases.
  • Maintain quality control of all records and maintain efficient use of storage space.
  • Mark, store, and maintain documents, books, receipts, printouts, and files as needed, labeling records per State Library retention schedules for all departments in the County Clerk's Office.
  • Coordinate and consult with Chief Deputy and County Clerk on duties related to maintenance of the county clerk archives, including recommendations on the purchasing of supplies along with support of the life-cycle control of records.
  • Coordinate, utilize, and consult with County Central Archivist as needed.
  • Coordinates scheduling of records disposition and recommends records storage periods.
  • Perform Civil & Criminal searches and prepare documents and certifications for governmental entities as requested in a timely manner.
  • Promptly retrieve and accurately re-file records at the records warehouse and archives office as needed.
  • Creates entry and scans case files not currently in the case management system.
  • Make receipts, give change, and maintain accuracy of cash till.
  • Maintain a daily log of mailed, faxed, emailed & website requests.
  • Ensure all records are maintained & available in an orderly manner.
  • Assist with copy requests as needed plain and certified in a timely manner.
  • Maintains paper supply and changes toner for copier and printer.
  • Train relief staff to expected standards.
  • Creates a high-quality work culture through participation in and emphasis on training and mentoring to develop leadership, management, and technical skills in self and all employees, including safety-related training and skills.
  • Any other duties as assigned.
Requirements

To be successful in this role, you must be able to perform each essential duty necessary to perform this job satisfactorily. You must be able to establish and maintain effective working relationships with co-workers and the public. You must be able to work independently in the absence of supervision. You must have reliable transportation and maintain current insurance. You must be able to read and understand cursive writing.

Qualifications

Graduation from High school or GED certificate or graduation from a formal business school, which provides the required knowledge, skills, and abilities and 2 years general office experience or equivalent combination of education and experience.

Knowledge, Skills, and Abilities

Comprehensive knowledge of office practices and procedures, English grammar, spelling, and punctuation; Customer Service knowledge of principles and processes for customer services. Assessing customer needs, meeting quality standards for services for customer satisfaction, and making sound decisions based on Texas statutes. Skilled in operating a personal computer, scanner, calculator, copier, shredder, typewriter (minimum 40 wpm), telephone, printer, electronic time clock, and fax machine. Read and write manuals, office memos, and letters. Perform basic mathematical calculations; analyze data; communicate effectively, both in person and on the phone utilizing active listening skills. Maintain effective positive working relationships with co-workers and the public. Strong interpersonal skills including diplomacy and problem solving to work positively and effectively with other employees and elected officials. Maintain expected levels of confidentiality.

Physical Demands

Duties require: daily sitting, standing, walking, kneeling, bending; talking, listening during the shift, use of hands and/or fingers to handle, pick-up, grasp, pinch, type or feel; reach, grip and use fine dexterity; push and pull objects. Occasionally flex upper trunk forward at the waist and partially at the knees, lift and carry objects up to 20 pounds; occasional stooping and lifting of objects of up to 40 pounds; close vision, distance vision, ability to distinguish colors, peripheral vision, depth perception and ability to adjust focus. Occasional use of a stepladder.

Disclaimer

The above description reflects the details considered necessary to describe the standard functions of this position and should not be constructed as a thorough description of all work requirements. The characteristics of the work environment described are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Equal Employment and Affirmative Action Employer

Lubbock County will not discriminate in our employment practices based on an applicant's race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information or status as a protected veteran.

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