Job Details for 2156 - EO Records Assistant

FLSA STATUS: Non-Exempt
GRADE: 108


POSITION SUMMARY
Under general supervision; performs work of moderate difficulty setting up and preparing case files for use by the State’s Attorney Department; performs related work as required.

DISTINGUISHING FEATURES OF THE CLASS
An employee in this class is responsible for pulling, reviewing and verifying information contained in case files utilized by the department. Work involves the ability to pull and organize a high volume of files in an accurate and timely manner. General supervision is received from the assigned Supervisor or Manager.

ESSENTIAL DUTIES AND RESPONSIBILITIES
The list of duties and responsibilities is illustrative only, and is not a comprehensive listing of all the duties and responsibilities performed by positions in this class.

• Audits returned case files and/or court notices
• Verifies recorded court dates and other information coded on the case files
• Verifies that files include applicable documents, date stamps and signatures
• Files notices and other paperwork in the appropriate case file
• Reads and interprets orders
• Validates orders and court processing paperwork
• Sorts, organizes, retrieves and re-files documents
• Responds to courtroom and attorney requests for files
• Locates missing files
• Researches discrepancies in the files
• Utilizes a computer and applicable programs and databases to retrieve, verify and/or create printouts of information for inclusion in case files
• Prepares files for imaging
• Answers phones and responds to witness inquiries
• May process criminal histories and/or driving abstracts
• May generate court notices
• Maintains regular attendance and punctuality

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES
• Adjusts work assignments and schedules in the event of an emergency to participate in emergency preparedness, response, and recovery activities as assigned
• Depending on assignment may maintain required emergency management training, licensure and/or certifications.

QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Knowledge of:
• Current office practices, procedures and equipment
• Related office equipment
• Current office practices, procedures and equipment
• County policies and procedures
• Applicable federal, state, and local laws, rules, regulations, codes, and/or statutes

Skill in:
• Organizing and keeping track of a high volume of files and paperwork
• Verifying own work and identifying errors
• Following verbal and written instructions
• Operating a personnel computer, applicable software and peripheral equipment
• Using computer hardware and software including word processing, spreadsheets, databases, email, etc
• Applying an acquired knowledge of procedures, rules, regulations and services applicable to the assigned office

Ability to:
• Manage projects and multiple priorities simultaneously
• Establish and maintain effective working relationships with department and division staff, other departments and others, such as vendors
• Communicate and use interpersonal skills to interact with coworkers, supervisor, the general public, etc. to sufficiently exchange or convey information and to receive work direction
• Ensure compliance with applicable federal, state, and local laws, rules, and regulations
• Convey excellent oral and written communication
• Work effectively under stress
• Maintain confidentiality

SUPERVISORY RESPONSIBILITIES
None.

EDUCATION and/or EXPERIENCE
Completion of a High School Diploma or General Equivalency Diploma equivalent two years of clerical or secretarial office experience, which included use of computer equipment; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.

PHYSICAL REQUIREMENTS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those 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.

Position is typically office or administrative work and is not substantially exposed to adverse environmental conditions.

CERTIFICATES, LICENSES, REGISTRATIONS
Depending on assignment, may be required to obtain L.E.A.D.S certification within six (6) months of employment.