Job Description

Performs various specialized and clerical duties related to consistently processing and maintaining legal court records including customer service, courtroom, and cashiering duties for several court types.

STARTING SALARY $21.23 hourly/$44,158.40 annually

CORE COMPETENCIES

• Customer Commitment - Proactively seeks to understand the needs of our customers and provide the highest standards of service
• Dedication to Professionalism and Integrity - Demonstrates and promotes fair, honest, professional, and ethical behaviors that establish trust throughout the organization and with the public we serve
• Organizational Excellence - Takes ownership for excellence through one's personal effectiveness and dedication to the continuous improvement of our operations

• Success through Teamwork - Collaborates and builds partnerships through trust and the open exchange of diverse ideas and perspectives to achieve organizational goals

CORE RECORDS RESPONSABILITIES

• Daily Task Allocation: Assigns specific cases/documents to be scanned an uploaded into CMS (Odyssey) based on request date and urgency of request (e.g., upcoming court date/hearing, public record request, or request from judge). Updating the master list of court cases scheduled for courts training.
• Frontline Quality Control: Verifying the date indeterminable time stamps and conducting routine spot-checks on the team’s digital conversions to ensure strict adherence to the procedure.
• Training & Staff Support: Acts as the first point of contact for the imaging staff. Onboards new employees, trains them on Odyssey Navigator, CRIBS application, PaperStream Capture and imaging procedures.
• Workflow Monitoring: Tracks monthly average production and quality to ensure the team meets production metrics.
• Inventory Adherence:Oversees the tracking of court files, ensuring the team accurately check-outs and check-ins within the CMS to maintain a strict chain of custody.

ESSENTIAL FUNCTIONS OF THE JOB

Office: On-Demand Image (ODI)

• Receiving On Demand Image (ODI) Requests via email or phone.
• Pull the Files from Warehouse.
• Prep the files by matching separator sheets with the pleadings in the court file.
• Docketing Events per the available paper documents.
• Scan the pleadings using the PaperStream Capture software into CRIBS application.
• Clocking-in documents and processing documents with missing or incorrect time stamps and send to Team Lead/Supervisor for verification stamp.
• Review and approve scanned documents in CRIBS.
• Review Documents in Odyssey.
• When imaging is complete enter ODI event in Odyssey.
• Inform customers that Imaging is completed.
• Re-file files back on the shelf.

Office: Full Case Imaging

• Pull the Files from Warehouse.
• Prep the files by matching separator sheets with the pleadings in the court file.
• Docketing Events (if not evented).
• Scan the pleadings using the PaperStream Capture software into CRIBS application.
• Remove the documents labelled as Evidence or Sealed and send to Courts for processing.
• Clocking-in documents and processing documents with missing or incorrect time stamps and send to Team Lead/Supervisor for verification stamp.
• Review and approve scanned documents in CRIBS.
• Review Documents in Odyssey.
• When imaging is complete enter CFIAV event in Odyssey.
• Pull the Fingerprints from all cases.
• Pull Blue Ink Document and Enter the Event.
• Stage all the CFIAV cases for destruction.

JOB SPECIFIC COMPETENCIES

• Advanced knowledge of general office policies, procedures and practices.
• Advanced knowledge of the court system, legal terminology, and organizational skills, as well as the ability to perform a variety of specialized duties.
• Knowledge of counterfeit bill detection procedures.
• Ability to demonstrate proficiency at interpreting statutes, rules, Administrative Orders, and requirements related to several court types.
• Ability to work under stressful conditions including contact with individuals involved in emotional and traumatic situations.
• Ability to work under pressure with specific timelines and mandated state and/or agency standards.
• Ability to work independently in the absence of supervision.
• Ability to exercise a high degree of judgment, tact, and diplomacy.
• Ability to use various computer systems, software, and office equipment.
• Ability to exercise excellent communication skills, both orally and written.
• Ability to perform accurate computations and verifications of data.
• Ability to handle restricted, sensitive, and confidential information.
• Ability to support the departments/agency’s goals and visions.
• Ability to tolerate exposure to testimony and evidence, such as photographs of crime scenes and victims; evidence may include syringes, drugs, weapons, blood and unpleasant odors.
• Ability to work prolonged hours when required.
• Ability to establish and maintain effective working relations with government officials, other employees, and the public.

REPRESENTATIVE DUTIES

Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform one or more of the activities described below.

• Audit pleadings/documents for quality (QC).
• Conducting training of team members to maximize their potential.
• Communicating goals and deadlines to team members.
• Developing and implementing a timeline to achieve goals.
• Motivate and inspire their team by creating an environment that promotes positive communication, encourages bonding of team members, and demonstrates flexibility.
• Assessing team performance and providing feedback to supervisor and managers.
• Managing the day-to-day activities of the team.
• Initiates, processes, and maintains a complete and accurate record, using the case management system and established procedures; maintaining confidentiality of information learned or acquired as part of position.
• Provide courteous and efficient service to all in person, email and phone customers; is approachable, helpful and personable; and answers questions knowledgeably and with patience.
• Learns and gains proficiency with and adheres to statutes, rules, Administrative Orders, and requirements.
• Initiate and facilitate cross training initiatives to acquire knowledge and skill sets to support efficient functioning of multiple court types.
• Trains co-workers to perform tasks for wide variety of court types.
• Enter and process court dockets, financials, and judgments including Florida State Prison packets.
• Process court dockets, administers oaths, process orders, and perform other duties as required for adherence to court procedures for multiple court types including appeals and expungements
• Cashiers in multiple systems and processes payments including cash, money orders, credit cards, checks such as personal, business, or government checks more than 50% of the time.
• Performs daily reconciliation.
• Audits and performs quality control of court records and specialized reports.
• Receives and reviews incoming documents for conformity with appropriate rules, practices, and court requirements.
• Process new cases and subsequent pleadings. Reviews for proper statutory requirements and financials.
• Prepare and process summons, subpoenas, and driver’s license suspensions according to established procedures.
• Consistently issue or process writs, warrants, defaults, case closures and forfeitures.
• Inventory, intake, and process court exhibits and evidence for proper storage.
• Performs data entry, advanced research and redaction of court records for prolonged periods.
• Develop and implement procedures to improve quality of service, productivity and efficiency.
• Researches, collects, organizes and evaluates information to produce a work product that provides consistent results.
• Prepare, process, and complete advanced statistical, court, and state reporting.
• Participates in and leads special projects when assigned by leadership.
• Required to work overtime, weekends and holidays depending on responsibilities and staffing needs.

• Perform other related duties as required.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

Graduation from High School or a GED Certificate and two (2) years of experience in the processing, preparing or reviewing of any type of legal document and two (2) year of cashiering or customer service experience.

CERTIFICATION, LICENSE AND SPECIAL REQUIREMENTS

None.

PHYSICAL DEMANDS

The work is sedentary and requires exerting up to 10-25 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, squat, pull or otherwise move objects; may also require manual dexterity, hearing, reaching, repetitive motion, speaking, talking, and visual acuity.

WORK ENVIRONMENT

Work is performed in a dynamic environment that requires sensitivity and responsiveness to changes that include goals, priorities, and needs of the organization and position This position is fully on-site and requires regular presence in the office.

JOB CLASS

Classified - An employee who is appointed to a full-time classified position (including reduced hour position) and not identified as an unclassified employee. Classified employees obtain appeal rights upon successful completion of their initial probation.

CAREER PATH

• Supervisor
• Manager
• Associate Director

• Senior Director

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions described herein. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description