What are the responsibilities and job description for the Customer Service Clerk position at Hamilton County, Ohio?
Customer Service Clerk
REPORTS TO: Common Pleas, Civil Supervisor
EMPLOYMENT STATUS: Full Time
FLSA STATUS: Non-exempt
CIVIL SERVICE: Unclassified
LOCATION: 1000 Main Street, Cincinnati, Ohio 45202
WORK HOURS: Monday – Friday, 8 AM – 4 PM, 35 hours per week
TRAVEL REQUIREMENTS: None
PAY RATE: $21.59 per hour
SUPERVISOR RESPONSIBILITIES: None
JOB OVERVIEW:
The customer service clerk plays an important role in ensuring the accurate and efficient processing of court-related documents, maintaining case integrity, and providing excellent customer service. This position requires strong attention to detail, the ability to manage multiple tasks in a fast-paced environment, and a commitment to professionalism when interacting with the public, court personnel, and legal professionals. Success in this role requires:
- Accuracy & Attention to Detail – Ensuring precise data entry, document processing, and financial transactions to maintain court record.
- Customer Service & Communication – Providing professional, empathetic support to the public, court personnel, and legal professionals.
- Organizational & Time Management Skills – Prioritizing tasks effectively in a fast-paced environment while maintaining thorough and accurate records.
- Technical Proficiency – Navigating case management systems, processing electronic filings, and using digital tools efficiently.
- Professionalism & Confidentiality – Handling sensitive legal documents with discretion and maintaining ethical standards in all interactions.
ESSENTIAL DUTIES:
40% – Data Entry
- Initiate orders for sale, writs of possession, garnishments, certificates of judgment, foreign judgments, notaries, and writs of execution to seize and sell property.
- Enter and update case-related data in the Case Management System.
- Issue witness fee checks and bond refund checks.
- Process electronic filings.
30% – Customer Service
- Provide exceptional customer service in person, over the phone, and through mail and email correspondence.
- Greet and assist the public by determining the nature of inquiries, retrieving necessary information, and offering assistance or referrals.
- Communicate with judges and court personnel to clarify and confirm case-related data.
20% – Clerical Services
- Perform administrative and clerical tasks to support Common Please division operations.
- Organize and prepare processed forms for scanning, and filing.
- Reconcile the cash drawer at the end of each shift, ensuring accuracy in collected fees and addressing any discrepancies with management.
10% – Document Review & Analysis
- Sort, compile, and verify case data for court dockets to ensure accuracy.
OTHER DUTIES AS ASSIGNED
PREFERRED SKILLS:
Knowledge of:
- Court procedures, legal terminology, and document processing related to writs, judgments, and garnishments (preferred but not required).
- Case management systems and electronic filing processes (or ability to learn quickly).
- Basic financial reconciliation practices related to handling and balancing cash transactions.
Ability to:
- Provide excellent customer service in a professional and empathetic manner.
- Interact and build relationships with individuals from diverse backgrounds, including but not limited to differences in age, gender identity, race, ethnicity, religious beliefs, disability status, sexual orientation, socioeconomic status, and physical appearance.
- Work effectively in a fast-paced environment, managing multiple tasks with accuracy and attention to detail.
- Maintain a professional demeanor at all times and uphold office values of respect, integrity, fairness, kindness, and service to others.
- Communicate clearly and professionally, both verbally and in writing, with the public, colleagues, and court personnel.
- Work collaboratively as part of a team while also demonstrating initiative and independent problem-solving.
- Engage in difficult conversations, manage various personality types, and handle challenging customer interactions with patience and professionalism.
- Maintain confidentiality and handle sensitive legal documents with discretion.
- Adapt to evolving processes, policies, and technology.
Skilled in:
- Customer service, including de-escalation and conflict resolution.
- Data entry with strong attention to detail, speed, and accuracy.
- Navigating and updating electronic case management systems.
- Basic financial transactions, including cash handling and balancing a cash drawer.
- Effective written and verbal communication.
- Organizational skills, including sorting, compiling, and reviewing large volumes of legal documents.
- Basic computer functions, including proficiency with email, document management, and data entry applications.
QUALIFICATIONS:
- High school diploma or equivalent; one (1) year of administrative experience; one (1) year of customer service experience; or
- any equivalent combination of education, experience, and training which provides the required knowledge, skills, and abilities.
PHYSICAL DEMANDS & WORKING CONDITIONS:
- This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This is a sedentary job and the employee will sit 75% of his/her workday. The employee is expected to use a computer keyboard for extended periods of time and lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
The Hamilton County Clerk of Courts is committed to providing a work environment where all employees are treated fairly and equally in all terms and conditions of employment, and all decisions concerning Clerk employees or applicants shall be made without regard to race, sex, gender identity, religion, national origin, sexual orientation, age or disability. We have zero tolerance for violations of employee rights, harassment or discrimination based on any of the above criteria.
Salary : $22
