Records Clerk

Job Summary: This position is responsible for assisting in providing customer service, collecting fees, document processing, and disseminating information to the general public, other agencies, court officials, professional organizations, and public safety officials.

Major Duties:

• Provides customer service to the general public and department personnel, to include:
• Greeting visitors, determining the nature of the visit, and providing general information;
• Providing copies of reports;
• Collecting fees and producing receipts;
• Performs data entry functions, including:
• Organize, scan, file, and maintain Magistrate Court's criminal and civil files;
• Logging information to note entry has been performed;      
• Copy, distribute to appropriate parties, and file information.
• Processes fingerprints for criminal justice employment, firearms permits, school systems employment, and miscellaneous business licenses;
• Scan and file supplemental case information;
• Assists co-workers and other employees as needed, including relieving Customer Service Liaison as scheduled.
• Respond to inquiries to the general public, law enforcement, attorneys, and other agencies.
• Performs other duties as assigned.

Knowledge Required by the Position:

• Knowledge of computer functions and operations.
• Knowledge of applicable laws, codes, regulations, policies, and procedures related to assigned activities.
• Knowledge of departmental/unit policies and procedures that apply to records.
• Knowledge of basic accounting and mathematical principles.
• Knowledge of record-keeping techniques.
• Skill in operating modern office equipment.
• Ability to work confidentially with discretion.
• Ability to understand and follow oral and written directions.
• Ability to maintain routine records.
• Ability to establish and maintain cooperative and effective working relationships with others.
• Ability to work courteously and tactfully with customers and employees.
• Ability to communicate effectively, both orally and in writing.
• Ability to obtain and maintain a Georgia Notary Public Certificate.

Supervisory Controls: Clerk of Court assigns work in terms of department goals and objectives. The work is reviewed by Customer Service Liaison Deputy Clerk III, and through conferences, reports and observation of activities.

Guidelines: Rockdale County's Office Policy and Procedures manuals, Computer Operations Manual, and relevant federal, state, and county laws and ordinances. Guidelines are generally clear and specific; however, in some cases, the employee must determine which guidelines apply in specific situations.

Complexity: A variety of administrative clerical and technical duties.

Scope and Effect: This position is to provide customer services, process information, and maintain/retrieve documents located in the Magistrate Court. This information is provided to the general public, county officials, law enforcement officers, and other agencies. Successful implementation of the work ensures that information is accurately processed and appropriate codes and designations are     noted.

Personal Contacts: Typically with co-workers, Sheriff's office employees, court officials, attorneys, other county employees, and the general public.

Purpose of Contacts: Typically to give and exchange information, resolve problems:, and provide services.

 Physical Demands: Typically performed with the employee sitting at a desk or working in the file room. Work requires walking standing, bending, and occasionally climbing to retrieve and store files. The employee may have to lift up to 35 lbs. containing document files. The employee uses tools or equipment requiring dexterity

 Work Environment: Typically performed in an office. 

Supervisory and Management Responsibility: None. 

Minimum Qualifications:

• High School diploma or equivalent.
• One to three years of related experience.
• Data entry skills must be demonstrated through the completion of a data entry skills test during the pre-employment process.
• Equivalent combination of education and experience.

Position Content: This position classification is not intended to be and should not be construed as an all­ inclusive list of all the responsibilities, skills, or working conditions associated with the position. While it is intended to accurately reflect the position's activities and requirements, management reserves the right to modify, add, or remove duties and assign other duties as necessary.