Administration - Juvenile Center - Records Manager

Allen County Job Description   Records Manager   Department: ACJC                                                                                                                                                                                                                                                                                         FLSA Status: Non-exempt Classification/Level:  OSS IV                                                                                                                                                                                                                                                                        Date: 09/2016 Under the direction of the Assistant Chief Probation Officer of the Administrative Division, the Records Manager updates and maintains all juvenile records and the computerized data base/case management system for the Juvenile Probation Department and other government agencies. This position is covered by the Superior Court Employee Handbook and is an employee-at-will position.   ESSENTIAL FUNCTIONS:   Prepares police reports for review including, but not limited to, scanning and entering information into the Quest case management system, preparing new files, retrieving previous paper files, assigning probation staff to cases, and printing court dockets. Provides clerical support to probation staff by updating case and/or client records in the Quest case management system as parties appear for court and/or as requested. Maintains communication with government, law enforcement, social, military, walk-in clients, and school agencies and/or corporations to prepare record checks as requested and appropriate, and retrieves court dockets from Clerk’s office if necessary. Processes daily flow of court files by ensuring appropriate documentation is scanned and filed, updating case statuses as necessary, verifying case requirements are accurate, updating and/or entering facility stays, and directing files to appropriate personnel for further review if appropriate. Enters or vacates case fees as necessary from documents which may include restitution, petitions for relief, and/or stipulations. Prepares and processes expungement requests to be reviewed by the Chief Probation Officer. Maintains archived paper file room to include filing new files and purging old files on a regular basis. Provides back-up support for the Office Manager including, but not limited to, adding new cases, scheduling juvenile meetings and/or hearings, preparing files for the Department of Correction, preparing placement files, entering warrants, and maintaining supplies as necessary. Performs all other duties as assigned, including overtime as required.   REQUIREMENTS:   High School Diploma or GED Strong communication and customer service skills, with the ability to work with a wide variety of people Strong computer skills including the ability to use Microsoft Office and other job related software programs Efficient and accurate typing skills to perform duties such as data entry, document preparation and correspondence Ability to work under pressure and meet deadlines efficiently and accurately Ability to work as part of a team Willing to be cross-trained to learn the job responsibilities of other support staff in order to cover for absences and assist during periods of heavy workloads DIFFICULTY OF WORK:   The Records Manager performs work that consists of moderately complex, relatively standardized tasks in updating and maintaining records and the computerized data base/case management system. The Records Manager answers questions and discusses detailed information in person and on the phone.     RESPONSIBILITY:   The Records Manager follows standardized practices, procedures or general work instructions to update and maintain records and computerized data base and case management system. Work requires making choices and decisions relating to the maintenance of records.  Errors are revealed through adverse effects on subsequent operations.   PERSONAL WORK RELATIONSHIPS:   The Records Manager maintains frequent contact with government, law enforcement, social, military, walk-in clients and school agencies and/or corporations to prepare record checks.   WORKING CONDITIONS:   The Records Manager works in an office environment, sitting the majority of the time. Some lifting (up to 20 lbs.), bending, pushing/pulling loads, reaching overhead, kneeling crawling and climbing ladders. Very frequent typing, including attention to detail, detailed inspection, transcription/proofreading and monitoring equipment required. Deals with clients and families who are often angry and potentially violent.   SUPERVISION:   None   LICENSING:   Ability to obtain and maintain valid CPR, First Aid and AED certification upon hire     IMMEDIATE SUPERVISOR:   Assistant Chief Probation Officer Administrative Division     HOURS:   37.5 hours/week; overtime as needed   EEO CATEGORY:   1106     WORKERS’S COMP CODE:   8820     I agree that the contents of this job description are a fair and accurate representation of the duties of this position being described.     Employee Signature: ____________________________________________ Date: ____________________     Supervisor Signature: ____________________________________________ Date: ____________________

Salary : $20