Case Records Data Technician

Job Title

Operates under the general direction of the Court Records Supervisor and the supervision of the Chief Deputy Clerk. Performs a variety of duties involved in the maintenance and administration of the Circuit Court Record's records management and retention program; ensures proper organization, retention, and disposal of Circuit Court records and documents the ongoing implementation and enhancement of an office wide records management program. The success of these operations depends on the individual strictly observing a high standard of confidentiality, integrity and dedication with respect to all the services offered by the County Clerk / Register's office. This is a full-time, benefited position working at the Family Justice Center located at 12240 Fillmore St., West Olive, MI 49460. Typical working hours are Monday-Friday, 8 : 00 a.m. to 5 : 00 p.m.

Essential Job Functions

The essential functions of this position include, but are not limited to, any combination of the following :

• Manages and maintains all court files sorted in the vault by numerical number. Pulls, reviews and ensures accuracy of all files for the daily judicial and referee docket. Files all requisite documents in the paper file. Scans all files leaving and returning to the vault to track location of the paper file.
• Coordinates and facilitates record access requests by staff, county departments, and the public, as well as responding to information inquiries and requests.
• Responsible for providing scans of images and documents as needed using appropriate digital and metadata standards. Operates image scanning system and indexes scanned records into electronic document management system. Assists customers in researching documents in electronic and digitized files, microfiche, hardcopy, and other records storage media.
• Implements and refines the departments records retention program in accordance with local, state and federal law.
• Advises the department in the creation, development, and implementation of archival procedures, procedures manual, and departmental goals. Implements current procedures and develops new procedures for archived records, considering previous organizational and cataloging systems.
• Responsible for record maintenance; evaluates and coordinates the re-housing and stabilization of off-site records; ensures compliance with government regulations related to archiving records and ensures accurate and up-to-date inventories and reconciliation of all archived records.
• Creates an inventory of all records to be disposed and properly records these on an Order to Dispose of Court Records. Ensures the Order is signed by the Chief Judge of the Court, and coordinates the destruction of the paper file with the County's current shredding company and the electronic file with the IT department and JIS.
• Coordinates the assessment and the transfer of relevant records to the Archives of Michigan. Ensures if records are transferred that the state archivist or his / her representative sign the Order to Dispose Court Records. Maintains list of records sent to the Archives for staff to easily relay this information to the public.
• Updates the records management system with required information that may be missing from the Register of Actions. Performs routine bookkeeping tasks such as balancing accounts for the financial register of actions.
• Generates destruction dates for all files in accordance with the Michigan Court Records Retention policies to ensure that records are destroyed at their proper time.
• Operates and maintains extensive database of archived files.
• Provides clerical support for the County Clerk / Register's office, including filing, sorting and prioritizing incoming mail, pulling files and records, processing documents and preparing correspondence.
• Refers inquiries and requests for legal guidance and other information beyond the scope and authority of the position to more appropriate resources.
• In addition to performing any or all of the foregoing functions, performs other functions as assigned to ensure fast, accurate and cost-efficient customer service.

Required Education, Training, and Experience

High school diploma required, combined with some post-secondary training in business information systems, legal studies, records management, finance or other commercial field and two years of general office experience in an office position requiring extensive public / customer contact. Background in Library Science preferred.

Additional Requirements and Information

Required Knowledge and Skills :

Physical Requirements

Working Conditions : Work is generally performed in a normal office environment.

Disclaimer : This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

Ottawa County is an Equal Opportunity Employer