Court Records Clerk
Tulare County Superior Court, Visalia, CA, United States
Under minimal supervision, performs complex and general clerical work in the collection, storage, destruction, and distribution of Court case files and other records in a central record facility or location.
DISTINGUISHING CHARACTERISITICS This is a journey level position requiring in-depth knowledge of Court divisions and various types of Court records and documents. The Court Records Clerk classification differs from the Legal Processing Clerk classification in that incumbents in the Court Records Clerk classification are responsible for understanding and independently implementing policies and procedures related to records maintenance and destruction. Incumbents in this classification perform routine and non-routine tasks that require occasional independent judgment and initiative.
SUPERVISION RECEIVED AND EXERCISED
Supervision provided by the Director of Court Operations or designee.
(Essential duties may vary from position to position within this classification. Reasonable accommodation will be made when requested and determined by the Court to be appropriate under applicable law.)
Maintains Court records, including records retrieval, storage filing, filing systems and preparation of records for retention or destruction pursuant to Court and statutory guidelines.
Reviews Court records for destruction eligibility in all case types; creates/maintains an index of destroyed records; sends out destruction notices as appropriate.
Reviews and refers to the Trial Court Records Manual to ensure compliance with retention, destruction, and confidentiality requirements.
Examines files for completeness; enters dates of judgement or dismissal and maintains a record for destruction.
Operates office equipment including telephone, computer systems, copy machines, scanning equipment, dollies and/or a variety of handcarts.
Pulls and delivers Court records and documents to and from various Court departments as requested by authorized Court personnel.
Accesses and maintains electronic databases, or manual recordkeeping systems to accurately track the movement of records from within the organization.
Scans legal documents and/or files for archiving by utilizing an imaging scanner, while maintaining the quality of the image.
Conducts quality control checks to ensure the accuracy and completeness of scanned documents compared to the original document(s).
Travels to and from off‑site storage facilities to store/retrieve archived files and/or documents, and various Court divisions.
Performs a variety of office support work including preparing correspondence, completing forms and other documents, generating reports, and making copies.
Keeps current on legislative changes regarding record release, retention, confidentiality, sealing, historical sampling and destruction of Court records or other documents.
Makes recommendations for system improvements related to the storage, retrieval, imaging, and retention of Court records.
Serves as a division liaison with a variety of parties, judges, officials, and local/state departments and agencies.
Serves as a lead trainer on destruction methods, file retention, and other policies and procedures.
Assists with providing general direction to lower level staff.
Attends staff and other work‑related meetings, workshops, seminars, and other continuing education opportunities.
Serves as a representative of the Court, displaying courtesy, tact, consideration and discretion in all interactions with other members of the Court community and with the public.
MARGINAL FUNCTIONS
Perform related duties as assigned.
Knowledge of:
Records management principles, practices and methods.
Correct English usage, spelling, grammar and punctuation.
Math skills sufficient to perform addition, subtraction, multiplication and division, including use of fractions, decimals and percentages. Basic legal terminology and documents; court and judicial system procedures.
Alphabetical, numerical, non-numerical and legal filing systems and procedures.
Report and form design, and production methods.
General function and purpose of legal offices.
Skill/Ability to:
Apply records management laws, rules and regulations.
Perform basic legal clerical work including the maintenance of appropriate case files and records and related statistical and general reports.
Verify and enter data for a variety of lists, logs and reports.
Understand and carry out verbal and written instructions.
Communicate with the public, agencies, and Court officials on legal matters.
Establish and maintain effective working relationships with Court staff and the public.
Organize work and set priorities.
Perform work with accuracy and attention to detail.
Work under minimal supervision.
Prepare a variety of reports, charts, graphs, and other special documents.
Analyze and correct operational, procedural, and programmatic problems encountered in the course of work.
Type 35 words per minute.
Operate a computer and other office-related equipment.
Education and Experience Any combination of education and experience that could likely provide the required knowledge, skills, and abilities is qualifying.
Education: Equivalent to completion of the twelfth grade or GED.
Experience: Two years of court experience with working knowledge of various types of court records, documents and file management/tracking systems
OR
Two years of record retention experience in legal setting.
DESIRABLE EMPLOYMENT STANDARDS Knowledge of: The more complex legal terminology, documents, and terms used in the Courts.
Skill/Ability to
Identify the need for, and develop and implement, new forms or procedures.
Read, understand, and explain codes, ordinances and laws.
Operate office automation and related equipment, format documents, and perform difficult operations.
WORKING CONDITIONS The demands and work environment characteristics described here are representative of those that must be met or are encountered by an employee while successfully performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Regularly Required
Sit at a desk and/or in front of a computer video display terminal.
Twist and bend neck.
Repetitive hand movement while performing computer data entry, scanning, and writing.
Physical demands include walking, standing, sitting, stooping, squatting.
Travel to and from offsite storage facilities, various court divisions and off-site training.
Reach below shoulder height.
Frequently Required
Grasp, lift and move items weighing up to 20 lbs.
Push and/or pull drawers of desk and/or file cabinets
Tolerate moderate exposure to dust
Occasionally Required
Kneel, crouch and stoop while retrieving materials
Tolerate mild noise level.
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DISTINGUISHING CHARACTERISITICS This is a journey level position requiring in-depth knowledge of Court divisions and various types of Court records and documents. The Court Records Clerk classification differs from the Legal Processing Clerk classification in that incumbents in the Court Records Clerk classification are responsible for understanding and independently implementing policies and procedures related to records maintenance and destruction. Incumbents in this classification perform routine and non-routine tasks that require occasional independent judgment and initiative.
SUPERVISION RECEIVED AND EXERCISED
Supervision provided by the Director of Court Operations or designee.
(Essential duties may vary from position to position within this classification. Reasonable accommodation will be made when requested and determined by the Court to be appropriate under applicable law.)
Maintains Court records, including records retrieval, storage filing, filing systems and preparation of records for retention or destruction pursuant to Court and statutory guidelines.
Reviews Court records for destruction eligibility in all case types; creates/maintains an index of destroyed records; sends out destruction notices as appropriate.
Reviews and refers to the Trial Court Records Manual to ensure compliance with retention, destruction, and confidentiality requirements.
Examines files for completeness; enters dates of judgement or dismissal and maintains a record for destruction.
Operates office equipment including telephone, computer systems, copy machines, scanning equipment, dollies and/or a variety of handcarts.
Pulls and delivers Court records and documents to and from various Court departments as requested by authorized Court personnel.
Accesses and maintains electronic databases, or manual recordkeeping systems to accurately track the movement of records from within the organization.
Scans legal documents and/or files for archiving by utilizing an imaging scanner, while maintaining the quality of the image.
Conducts quality control checks to ensure the accuracy and completeness of scanned documents compared to the original document(s).
Travels to and from off‑site storage facilities to store/retrieve archived files and/or documents, and various Court divisions.
Performs a variety of office support work including preparing correspondence, completing forms and other documents, generating reports, and making copies.
Keeps current on legislative changes regarding record release, retention, confidentiality, sealing, historical sampling and destruction of Court records or other documents.
Makes recommendations for system improvements related to the storage, retrieval, imaging, and retention of Court records.
Serves as a division liaison with a variety of parties, judges, officials, and local/state departments and agencies.
Serves as a lead trainer on destruction methods, file retention, and other policies and procedures.
Assists with providing general direction to lower level staff.
Attends staff and other work‑related meetings, workshops, seminars, and other continuing education opportunities.
Serves as a representative of the Court, displaying courtesy, tact, consideration and discretion in all interactions with other members of the Court community and with the public.
MARGINAL FUNCTIONS
Perform related duties as assigned.
Knowledge of:
Records management principles, practices and methods.
Correct English usage, spelling, grammar and punctuation.
Math skills sufficient to perform addition, subtraction, multiplication and division, including use of fractions, decimals and percentages. Basic legal terminology and documents; court and judicial system procedures.
Alphabetical, numerical, non-numerical and legal filing systems and procedures.
Report and form design, and production methods.
General function and purpose of legal offices.
Skill/Ability to:
Apply records management laws, rules and regulations.
Perform basic legal clerical work including the maintenance of appropriate case files and records and related statistical and general reports.
Verify and enter data for a variety of lists, logs and reports.
Understand and carry out verbal and written instructions.
Communicate with the public, agencies, and Court officials on legal matters.
Establish and maintain effective working relationships with Court staff and the public.
Organize work and set priorities.
Perform work with accuracy and attention to detail.
Work under minimal supervision.
Prepare a variety of reports, charts, graphs, and other special documents.
Analyze and correct operational, procedural, and programmatic problems encountered in the course of work.
Type 35 words per minute.
Operate a computer and other office-related equipment.
Education and Experience Any combination of education and experience that could likely provide the required knowledge, skills, and abilities is qualifying.
Education: Equivalent to completion of the twelfth grade or GED.
Experience: Two years of court experience with working knowledge of various types of court records, documents and file management/tracking systems
OR
Two years of record retention experience in legal setting.
DESIRABLE EMPLOYMENT STANDARDS Knowledge of: The more complex legal terminology, documents, and terms used in the Courts.
Skill/Ability to
Identify the need for, and develop and implement, new forms or procedures.
Read, understand, and explain codes, ordinances and laws.
Operate office automation and related equipment, format documents, and perform difficult operations.
WORKING CONDITIONS The demands and work environment characteristics described here are representative of those that must be met or are encountered by an employee while successfully performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Regularly Required
Sit at a desk and/or in front of a computer video display terminal.
Twist and bend neck.
Repetitive hand movement while performing computer data entry, scanning, and writing.
Physical demands include walking, standing, sitting, stooping, squatting.
Travel to and from offsite storage facilities, various court divisions and off-site training.
Reach below shoulder height.
Frequently Required
Grasp, lift and move items weighing up to 20 lbs.
Push and/or pull drawers of desk and/or file cabinets
Tolerate moderate exposure to dust
Occasionally Required
Kneel, crouch and stoop while retrieving materials
Tolerate mild noise level.
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