Digital Records Services Representative

Job Summary:

The purpose of this position is to perform a variety of clerical work-related duties and operations relating to the recording, indexing, redaction, and researching public records in the Clerk of Courts Office. 

Essential Job Functions:

The list of essential functions as outlined herein is intended to be representative of the tasks performed within this classification.  It is not necessarily descriptive of any one position in the class.  The omission of an essential function does not preclude management from assigning duties not listed if such functions are a logical assignment to the position.

• Transfer Cases to other jurisdictions
• Review and redact cases for Appeal as requested
• Email pleadings to Judge and Judge’s Assistant when applicable.
• Process VOR Request assigned worked tasks
• E-Recording of Court Work and Official Records.
• Prepare and Export OR Books to request parties
• Verification of indexed official records recordings, and redaction of court work and Official Records.
• Monitor Ques for assigned work related task.
• Maintains regular and punctual attendance.
• Prepare and review daily financials for discrepancies and provide to Finance.
• Maintains established organizational/departmental productivity standards.
• Complies with all company policies and procedures.
• Other related duties as assigned.

Minimum Required Qualifications:

• High School Diploma or GED supplemented by one (1) year of recent and relevant experience.
• Ability to meet the public and effectively address their needs in a courteous, tactful, professional manner. Possess the ability to cope with customers in impromptu situations.
• Ability to communicate effectively in both oral and written form and possess the ability to follow complex oral and written instructions.
• Ability to establish and maintain an effective working relationship with co-workers, general public, title companies, businesses, governmental agencies and attorneys, judges, and passport agency employees.
• Ability to use a computer terminal to quickly and accurately enter data.
• Knowledge of a wide range of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures, office equipment and terminology.
• Ability to learn and understand specialized information, including codes, rules, policies, procedures, forms and legal terms, and apply that knowledge in carrying out job assignments accurately and efficiently.
• Ability to work with confidential and/or sensitive data, interpret and comply with state and federal guidelines as well as legal advice restrictions for the Clerk & Comptroller's office.
• Work in an environment that includes frequent interruptions and simultaneous detailed attention to multiple tasks.
• Ability to sit or stand at front counter for extended periods of time, while concentrating on repetitious or complex tasks. Ability to work within time constraints and workload surges. Ability to work in a fast-paced environment with frequent interruptions while maintaining speed and accuracy.
• Ability to lift boxes of files weighing approximately 10 – 20 pounds; to push a cart loaded with files; to bend, stoop, and reach to retrieve files and supplies.

Key Competencies of Position:

• Accountability & Dependability - Takes personal responsibility for the quality and timeliness of work and achieves results with little oversight.
• Adaptability & Flexibility - Ability to react positively to changing business needs, conditions, and work responsibilities.
• Attention to Detail/Accuracy - Diligently attends to details and pursues quality in accomplishing tasks.
• Drive & Determination - Full of positivity and a desire to get things done quickly and effectively.
• Ethics & Integrity - Earns others' trust and respect through consistent honesty and professionalism in all interactions.
• Planning & Organization - Can effectively plan, prioritize and manage activities through to delivery.
• Verbal Communication - Able to express ideas clearly, concisely and confidently, with content and style appropriate for the audience.
• Written Communication - Able to clearly express ideas in writing.  Uses correct vocabulary, grammar, spelling and punctuation.

ADA Compliance:

The Okaloosa County Clerk of Courts is an Equal Opportunity Employer.  ADA requires the Clerk of the Court to provide reasonable accommodations to qualified individuals with disabilities.  Prospective and current employees are invited to discuss accommodations.

Equal Opportunity Employer:
The Okaloosa County Clerk of Court provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, the Clerk’s Office complies with applicable state and local laws governing nondiscrimination in employment in every location in which there are facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.