County Administrator HR Civil Service Board Clerk of the Circuit Court

Court Clerk I (Records Management Specialist)

Recruitment #1808-CTCLK1CLKG-016

Introduction

The Clerk of the Circuit Court is looking for new members to join our team as part of one of the finest organizations in Hillsborough County. Employees of the Clerk of the Circuit Court provide quality service to our public.

As a member of our working team, you will occupy a position offering a unique challenge. You are, in effect, working both for your neighbors and yourself while constantly improving your community. You are a public employee performing essential services for the people of Hillsborough County. Our county’s citizens are affected by your on-the-job performance and their opinions of our organization are directly influenced by your conduct. Wherever you work in the Clerk’s organization, please keep in mind the trust that the people of Hillsborough County have placed in your hands. By meeting all of your responsibilities in the most efficient and courteous manner possible, you will find your efforts rewarding.
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Job opportunities are offered first to current Clerk of the Circuit Court Employees. If a Clerk employee is not selected, consideration will be then given to applicants outside of the office.

This office reserves the right to consider how your application is prepared. It will be considered only if it is written with clarity and contains the required transcripts, certificates and licenses or other specified documents.

IDEAL CANDIDATE PROFILE

The Ideal Candidate will demonstrate some of the following:

• Some knowledge of (or experience with) records management-related work.
• Some experience in a records warehouse environment.
• Some experience in driving a 16’ SAD light Isuzu van with a lift gate (or a similar vehicle) and have a valid Class “E” driver’s license.
• Knowledge of court documents and/or legal terms.
• Business/clerical experience to include computer programs, office equipment, scanning and indexing complex documents.
• Meeting the physical requirements of both sitting and standing for long periods of time as well as performing the following: pushing, pulling, reaching, and climbing ladders and the ability to lift boxes weighing up to 30 pounds.

MINIMUM QUALIFICATIONS

An Associate degree granted from a college or university

 

Or

Graduation from high school or possession of a GED Certificate and two years of clerical experience, one of which included the processing, examining, preparing or reviewing of any type of legal document(s).

 

Or

 

An equivalent combination of education, training and experience that would reasonably be expected to provide the job-specific competencies noted below.

TESTING REQUIREMENTS

A passing score on a general clerical exam.

JOB SPECIFIC COMPETENCIES

• Excellent customer service skills.
• Detail oriented.
• Knowledge of general office policies, procedures, and practices, including filing.
• Knowledge of English grammar, spelling, and arithmetic.
• Ability to work as part of a team and work effectively with others.
• Ability to communicate effectively in person and by telephone.
• Ability to perform accurate computations and verifications of data.
• Ability to use Microsoft Word, Outlook, and EXCEL spreadsheets.
• Ability to use a computer terminal to quickly and accurately enter data.
• Ability to use scanning/imaging devices and determine the quality of scanned images on a computer screen.
• Ability to sit and to stand for prolonged periods of time.
• Ability to lift boxes of files weighing approximately 20–30 pounds; to push a cart loaded with files across a street; to bend, stoop, reach, and climb a ladder to retrieve and stored boxes of records.

REPRESENTATIVE DUTIES

Note: The following duties are illustrative and not exhaustive. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Depending on assigned area of responsibility, incumbents in the position may perform one or more of the activities described below.

  • Work daily from 8 a.m. to 5 p.m.
  • Be flexible and have a willingness to cross-train for rotation of job duties from time to time or as needed to keep all areas current. These duties involve the Records Warehouse responsibilities and clerical-type duties that include imaging and review of documents awaiting destruction.
  • Warehouse duties include file maintenance, pulling files and boxes for delivery to other Clerk's Office locations, possibly operating a forklift, delivering boxes to and from other Clerk's locations in a van/truck, shifting large quantities of files to other locations within the warehouse to maintain efficiencies, and the general upkeep of the warehouse.
  • Scanning duties involve pulling files, recognizing court-related documents to scan and index for records requests received from other Clerk departments.
  • Destruction duties require an intense review of court files to ensure all mandated requirements have been met before approval can be given to destroy court cases that have met the retention rules.
  • Operate microfilm or other imaging equipment when needed, and order and replace Clerk’s microfilm and microfiche that is stored at the Iron Mountain Storage facility in Pennsylvania.


This classification description is not intended to be, nor should it be construed as an all inclusive list of the duties associated with a particular position. Management may require incumbents to perform job duties other than those contained in this document at any time.

PHYSICAL REQUIREMENTS

Common physical demands of this job including the following:

Sitting and standing for long periods of time as well as performing the following: pushing, pulling, reaching, and climbing ladders and the ability to lift boxes weighing up to 30 pounds.

Conclusion

VETERANS' PREFERENCE: Preference will ONLY be entitled upon initial appointment for eligible veterans and eligible spouses of veterans. Documentation to support entitlement to preference MUST be provided at the time of application.

RESPONSE/RECOVERY ACTIVITIES: Employees may be required to participate in response/recovery activities in response to a major emergency or natural disasters affecting County operations. In such situations, every effort will be made to maintain operations, but employees may be assigned to carry out response activities suited to their skills and capabilities.

CLERK OF THE CIRCUIT COURT IS AN EQUAL OPPORTUNITY EMPLOYER

The Clerk of the Circuit Court provides equal employment opportunity to all persons, regardless of age, race, religion, color, national origin, sex, political affiliations, marital status, non-disqualifying physical or mental disability, age, sexual orientation, membership or non-membership in an employee organization, or on the basis of personal favoritism or other non-merit factors.

Clerk of the Circuit Court welcomes and encourages applications from minorities, veterans, and persons with physical and mental disabilities, and will reasonably accommodate the needs of those persons in the application and testing process. The decision on granting reasonable accommodation requests will be on a case-by-case basis.