Records Clerk

Department:                                 Circuit County Clerk

Position Control Number:          0101-045

FLSA Status:                                  Non-Exempt; position is eligible for overtime

Safety Sensitive Designation:    This position is not designated as safety-sensitive.

Random Drug/Alcohol Test:       No

Opening Date:                              January 28, 2025                             

Closing Date:                                February 03, 2025   at 11:59 PM

This job description should not be interpreted as all-inclusive.  It is intended to identify the essential functions and minimum qualifications of this job.  The incumbent(s) may be required to perform job-related responsibilities and tasks other than those stated in this job description.  Nothing in this job description restricts management’s right to assign or reassign job-related responsibilities and tasks to this job at any time.  Certain functions are understood to be essential; these include, but are not limited to, attendance, getting along with others, working a full shift, and dealing with and working under stress.  Any essential function of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA).  Reasonable accommodation for the specific disability will be made for the incumbent/applicant only to the extent medically and reasonably feasible.

An Equal Opportunity Employer

JOB SUMMARY:   Responsible for providing assistance to the public with court case files, marriage and medical licenses, DBA Certificates, Ministers Certificates, Beer and Liquor Licenses, and Going Out of Business applications; including updates, change, filing, etc.

ESSENTIAL JOB FUNCTIONS:

• Issues marriage licenses, minister credentials, and various other documents; maintains and retrieves records as requested.
• Receives requests for files for court dockets; checks files in and out through computer software; delivers files as needed.
• Researches case records to conduct background checks or obtain case documents as requested by FBI, prosecuting attorney offices, Arkansas Department of Correction, and other government agencies; provides copies when requested.
• Assists and gives instruction to the public on navigating the Circuit County Clerk’s website, Context System, microfiche, microfilm, copier, and organization of files in order to search court records.
• Answers telephones and assists the public with general information; forwards calls to appropriate staff members when necessary.
• Pulls files for the public; make copies of the file documents as requested.
• Calculates and collects monies owed for copies made and receipts to customers as needed.
• Generates and sends reports and notices to the local newspaper daily regarding the previous days’ filed and granted divorces, marriage licenses, DBA certificates, and other cases as needed in Pulaski County.
• Prints cards for the new case files to be placed on the outside of the case jacket and on the docket sheets.
• Receives petitions to seal and processes orders to seal; transmits orders to seal to the Arkansas State Police, ACIC, District Courts, and other law enforcement agencies.
• Maintains records within storage facility including case files, deeds, mortgages, and court dockets ensuring records are efficiently stored and easily accessible.
• Retrieves and delivers documents and files from storage facility upon request of other departments, attorneys, abstract companies, or the general public.
• Fields questions and requests via telephone, email, and fax regarding files located in the storage facility from other departments, abstract companies, etc.
• Makes address and name changes to DBA certificates and beer and liquor licenses.
• Files and scans County Court documents related to matters such as Annexations, Special Improvement Districts, Road Closings, Road Dedications, Right-of-Ways, Vacating roads, Condemnation of roads, Creating and Establishing Private or Public Roads, Reduction and Returning property to acreage, Public Facilities Board, and County Court Cases involving the Marriage Licenses Division of the Circuit County Clerk's Office.
• Schedules and publishes notices of County Court hearings.
• Files and scans various county records related to matters such as the incorporation of cities, cemetery records, lobbyist reports, non-profit organizations, student transfers, Statements of Financial Interests, sale of alcohol in wet and dry areas, maps, Oaths of Office, proclamations, resolutions, and contracts.
• Conducts research into county records concerning marriage licenses or other legal documents maintained within the division upon request of the public; provides certified copies to the public as requested.
• Indexes and maintains copies of all contracts for Pulaski County departments.
• Mails out requests for marriage license return when not submitted within a designated time.
• Prints list of certificates of DBA and marriage licenses issued; forwards to appropriate agencies.
• Attends County Court hearings; records proceedings; transcribes minutes when necessary.
• Receives court orders from the County Court; records orders and distributes to appropriate offices.
• Sends notification of annexation hearings to the Assessor’s Office, County Attorney’s Office, Planning Office, and the press.
• Provides telephone support for poll workers as needed during major elections. 

SECONDARY DUTIES AND RESPONSIBILITIES:

• Performs other related duties as required.

PERSONNEL SUPERVISED:   None

WORKING CONDITIONS:   Work is performed in a smoking-restricted office environment and may require the occasional handling of old, deteriorating paper.

MINIMUM QUALIFICATIONS:

REQUIRED SKILLS, KNOWLEDGE, AND ABILITIES:

• • Good knowledge of numerical filing systems.
  • Good Knowledge of office practices, procedures, equipment, and terminology.
  • Some knowledge of equipment and supplies used in filing large quantities including dollies, ladders, palate jacks, etc.
  • Ability to maintain an effective record-keeping system.
  • Ability to communicate effectively in writing.
  • Ability to follow oral and written instructions.
  • Ability to maintain a record-keeping system.
  • Ability to maintain discretion regarding privileged information.
  • Ability to attend work regularly and reliably. 
  • Skill in the operation of a PC.
  • Skill in the use of Microsoft Word and Excel.
  • Skill in the operation of general office equipment, including calculator, copy machine, and microfilm viewer.

PHYSICAL REQUIREMENTS:

• • Digital dexterity is sufficient for the operation of a keyboard and mouse.
  • Visual acuity is sufficient for normal office activities, including the use of a PC.
  • Ability to communicate orally by telephone and in person.
  • Ability to frequently walk, climb, stoop, kneel, crouch, or bend for periods of time to pull files on upper and lower shelves.
  • Ability to climb ladders.
  • Ability to lift, carry, push, and pull loads up to 30 pounds.
  • Ability to stand on concrete for long periods of time.

EDUCATION AND EXPERIENCE:

Completion of high school or GED equivalency with some training in computer operation; some general clerical experience including data entry experience, record-keeping, or a related area; or any equivalent combination of experience and training which provides the required skills, knowledge, and abilities.