Job Details for 2156 - EO Records Assistant
Job Description
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.