Distribution and Retention Deputy Clerk
4 weeks ago
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.
Key Responsibilities- 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.
- 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.
- Assist Court staff with records-related requests regarding stored case files or other Court related documents by researching and retrieving files and preparing correspondence.
- 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.
- Carries and moves file storage boxes using ladders and hand trucks to perform file warehousing activities.
- 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.
- Under direction, purges and arranges for the destruction of documents and files; participates in records destruction processes.
- 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.
- 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.
- 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.
- 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.
- 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.
- Prepares and maintains a wide variety of records and reports related to assigned work.
- Provides customer service by effectively communicating and assisting internal and external Court customers including various vendors.
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