Records Clerk

at  Grays Harbor County

SUMMARY

This position performs a variety of clerical functions to assist in the effective operations of the Grays Harbor County Prosecuting Attorney’s Office; sets up, pulls, and closes office files using the office case management system, acts as backup for the receptionist when necessary, and provides support to victims and witnesses of crimes prosecuted by the office. The position performs general filing and maintains the filing system, boxes records for archiving, retrieves and files from the locations where the files have been stored by the office. The position also prepares correspondence and documentation from standardized letters.

QUALIFICATIONS

Minimum Qualifications:

• High school diploma or GED.
• A valid Washington State driver’s license and acceptable driving record.
• Must be able to lift and carry up to thirty (30) pounds.
• Must be bondable.

Knowledge, Skills & Abilities:

• Demonstrated ability to compose correspondence using standardized letters in a case management system or Word documents.
• Demonstrated ability to process workload in a timely manner, with little to no monitoring.
• Demonstrated ability to type at least 50 words per minute.
• Demonstrated ability to organize and prioritize work to meet established deadlines.
• Demonstrated ability to follow oral and written instructions.
• Demonstrated ability to read, write and communicate proficiently.
• Demonstrated ability to establish and maintain effective working relationships with co-workers, public officials and the general public, being courteous, polite and tactful.
• Demonstrated ability to work effectively under pressure.
• Demonstrated ability to deal with individuals who are under emotional stress.
• Demonstrated ability to exercise discretion over sensitive or confidential issues related to cases and department’s business.
• Ability to pass a criminal background check.
• Demonstrated skill in interpersonal and customer service skills to deal courteously with the public, county employees and agencies requiring services.
• Demonstrated skill in the use of Microsoft Office programs including Word and Excel.
• Demonstrated skill in the use of standard office machines and equipment.
• Demonstrated skill in attention to detail and accuracy.
• Demonstrated ability to maintain confidentiality of the caseloads and work of the office, discussing the same only with appropriate parties.

• Prepares correspondence from standardized form letters in the office case management system or Word documents to be sent to victims and witnesses of crimes, and law enforcement.
• Opens files for the office’s district court unit and transfers felony preliminary hearing files amended to gross misdemeanor or misdemeanor crimes.
• Maintains contact with crime victims and witnesses to direct them to services offered in the community which might benefit their situation, and assist in the preparation of restitution estimates. Conveys information from the attorneys, schedules interviews or appointments, documenting that contact.
• Pulls files for the district court unit’s dockets, reviewing the dockets pulled for accuracy, and locating files for deputies.
• Notifying felony deputies when court dates are set in cases filed by criminal complaint, preliminary hearing.
• Using the office case management system to close district court and certain felony files.
• Retrieving and filing files and file boxes from the locations where they have been placed for archiving purposes until the files can be purged pursuant to retention schedules for office files.
• Receives and directs incoming calls from crime victims and witnesses, takes messages, determines needs, answers general questions and furnishes information regarding established procedures, policies and services.
• Archives records according to established procedures, including the packaging and transport of office files to appropriate storage, and purges infraction, misdemeanor and gross misdemeanor files.
• Perform a wide range of other clerical duties to support the operations and administration of cases and department’s functions including copying, faxing, scanning, emailing, performing intake, and such other tasks or special projects as are necessary for the proper management of office caseloads.