Court Records Data Technician

Job Description

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, family court, vital records, and Register of Deeds records and documents and 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 to 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 out of the Grand Haven Court House. Travel to other County locations as needed. Typical working hours are Monday-Friday 8:00am-5:00pm.

Essential Job Functions

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

• Excellent knowledge of procedures and requirements for archiving court records, as well as vital records and Register of Deed's records, using General Records Retention and Disposal Schedule #15 – Michigan Trial Courts, General Session #6 – County Clerk and General Schedule #3 – Register of Deeds.
• Operates image scanning system to scan documents into a database. Indexes scanned records. Assists customers in researching documents in electronic and digitized files, microfiche, hardcopy, and other records storage media.
• Utilizes various computer programs, including spreadsheets, word processing, and various databases to support the records management program.
• Maintains comprehensive computerized and manual filing system for all records stored off-site or destroyed.
• Updates the records management system, coordinates the electronic storage, retrieval, and destruction of records.
• Maintains attention to detail in a multi-project work environment with frequent interruptions.
• 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.
• Performs routine bookkeeping tasks such as balancing accounts for a designed area with limited financial transactions.
• Performs daily balancing of receipts and funds received, operates and balances the cash register.
• 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.

Additional Requirements and Information

Required Knowledge and Skills:

• Excellent working knowledge of procedures and requirements for archiving court records using General Records Retention and Disposal Schedule #15 – Michigan Trial Courts.
• Good working knowledge of procedures and requirements for archiving Clerk records using General Schedule #6 – County Clerks.
• Good working knowledge of procedures and requirements for archiving Register of Deeds records using General Schedule #3 – Register of Deeds.
• Good working knowledge of Michigan laws, policies and procedures regarding processing and issuing of all vital records and conformity to the recording and indexing requirements of Chapter 53 of the Michigan Complied Laws.
• Good working knowledge of basic court processes, legal terminology, documents and procedures.
• Fast and accurate keyboarding skills.
• Excellent customer service skills.
• Accurate mathematical skills.
• Working knowledge of privacy requirements related to Court, Vital and Register of Deeds records.
• Computer literacy and knowledge of word processing, spreadsheet and database applications.
• Knowledge of document imaging protocols and equipment operation.
• Excellent organizational skills and the ability to prioritize the workload.
• Excellent proofreading skills and attention to detail.
• Excellent interpersonal and human relations skills.
• Excellent memorization skills and the ability to retain detailed information.
• Ability to quickly and accurately decode information and apply policies, procedures and precedents to new problems.
• Good communication skills and active listening skills.

Physical Requirements

• Must be able to lift up to 35 pounds.
• Must be able to access all areas of the county and court offices.
• Must be able to enter and retrieve information on the computer.
• Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility.

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

Job Description

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, family court, vital records, and Register of Deeds records and documents and 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 to 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 out of the Grand Haven Court House. Travel to other County locations as needed. Typical working hours are Monday-Friday 8:00am-5:00pm.

Essential Job Functions

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

• Excellent knowledge of procedures and requirements for archiving court records, as well as vital records and Register of Deed's records, using General Records Retention and Disposal Schedule #15 – Michigan Trial Courts, General Session #6 – County Clerk and General Schedule #3 – Register of Deeds.
• Operates image scanning system to scan documents into a database. Indexes scanned records. Assists customers in researching documents in electronic and digitized files, microfiche, hardcopy, and other records storage media.
• Utilizes various computer programs, including spreadsheets, word processing, and various databases to support the records management program.
• Maintains comprehensive computerized and manual filing system for all records stored off-site or destroyed.
• Updates the records management system, coordinates the electronic storage, retrieval, and destruction of records.
• Maintains attention to detail in a multi-project work environment with frequent interruptions.
• 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.
• Performs routine bookkeeping tasks such as balancing accounts for a designed area with limited financial transactions.
• Performs daily balancing of receipts and funds received, operates and balances the cash register.
• 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.

Additional Requirements and Information

Required Knowledge and Skills:

• Excellent working knowledge of procedures and requirements for archiving court records using General Records Retention and Disposal Schedule #15 – Michigan Trial Courts.
• Good working knowledge of procedures and requirements for archiving Clerk records using General Schedule #6 – County Clerks.
• Good working knowledge of procedures and requirements for archiving Register of Deeds records using General Schedule #3 – Register of Deeds.
• Good working knowledge of Michigan laws, policies and procedures regarding processing and issuing of all vital records and conformity to the recording and indexing requirements of Chapter 53 of the Michigan Complied Laws.
• Good working knowledge of basic court processes, legal terminology, documents and procedures.
• Fast and accurate keyboarding skills.
• Excellent customer service skills.
• Accurate mathematical skills.
• Working knowledge of privacy requirements related to Court, Vital and Register of Deeds records.
• Computer literacy and knowledge of word processing, spreadsheet and database applications.
• Knowledge of document imaging protocols and equipment operation.
• Excellent organizational skills and the ability to prioritize the workload.
• Excellent proofreading skills and attention to detail.
• Excellent interpersonal and human relations skills.
• Excellent memorization skills and the ability to retain detailed information.
• Ability to quickly and accurately decode information and apply policies, procedures and precedents to new problems.
• Good communication skills and active listening skills.

Physical Requirements

• Must be able to lift up to 35 pounds.
• Must be able to access all areas of the county and court offices.
• Must be able to enter and retrieve information on the computer.
• Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility.

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

This position is benefited and is subject to the Group T manual.

Ottawa County offers a wide range of benefits to support you in your career. View the Benefits Summary for more information.

The current Group T manual can be viewed here. The Ottawa County Universal Wage Scale can be found here.