Case Management System Intake Clerk

Job Title: SSS III

The SSS III provides entry-level administrative support and clerical duties within their respective department. This position requires basic organization, computer and typing skills. A criminal background check is required.

Essential Duties

Essential duties, tasks and accountabilities may include the following:

• Provide clerical support (typing, filing, copying, processing paperwork, etc.).
• Receptionist duties (answer phone calls and direct inquiries to the appropriate person).
• Sort and distribute incoming mail.
• Payroll entry and attendance tracking.
• Maintain office supplies.
• Miscellaneous data entry.
• May need to provide cashier services (cash, checks, receipts).
• Maintain logs, if applicable and ensure accuracy.
• Create and maintain calendars in Outlook.
• Other office functions, as assigned (e.g., operate postage meter, collect money, reconcile petty cash).
• Perform other duties, tasks and special projects, as required.

Receptionist:

• Direct the public (over the phone or in person) to the correct person or department.
• Aid Assistant District Attorney with court preparation.
• Track all miscellaneous items that are left at the front desk.
• Track and distribute incoming and outgoing mail.
• Maintain order and appearance of the reception/lobby area.
• Perform other duties, tasks and special projects, as required.

Discovery Clerk / Junior Administrative Assistant:

• Gathers criminal case file paperwork, i.e. police reports, supplemental reports, rap sheets, case dispositions, accident reports, medical records, etc.
• Scans and/or copies all paperwork for dissemination to defense counsel.
• Position provides reception relief and occasional transcription when necessary.
• Perform other duties, tasks and special projects, as required.

Case Management Intake Clerk:

• Intake and input new criminal cases filed with the court into our case management system.
• Run criminal background and driving records for new cases.
• Import criminal complaints into new cases.
• Assist Case Management System Administrators with charge coding and document template updates.
• Position provides reception relief and coverage as necessary.
• Perform other duties, tasks and special projects, as required.

Qualifications/Preferred Skills, Knowledge & Experience

Qualifications / Requirements:

• High School Diploma or General Education Degree (GED).
• Basic spelling, grammar and math skills.
• Ability to prioritize and organize work.
• Customer service and interpersonal skills.
• Ability to interface with all levels of county management.
• Basic typing / word processing skills (minimum of 40 wpm).
• Ability to use office machines (fax, copier, calculator, etc.).
• Accurate and detail oriented, with written and verbal communication skills.
• Time management and organizational skills.
• Basic accounting skills.
• Familiar with reception desk functions.
• Able to use common sense understanding to follow written and verbal instructions.
• Flexible, with an ability to multi-task.
• Exhibits a strong work ethic and a willingness to learn new tasks.
• Ability to work effectively with people from diverse backgrounds.
• Professionalism, integrity, and honesty with an ability to handle confidential matters

Additional Information

Relevant background checks, clearances, physicals, drug tests, and any other assessments or evaluations will be conducted after an offer of employment is given per County policy. Computer Skills: To perform this job successfully, an individual should have:

• Basic Office Suite Skills, (Word, Excel, Access, PowerPoint, and Explorer).
• Basic Outlook skills (Email and Calendar)

Physical Demands: Physical demands will vary by department and may include the following: While performing the duties of this position, the employee is frequently required to stand, walk, sit, bend at the waist, and talk or hear. Occasionally, the employee will need to reach or work with arms above shoulder height; kneel, stoop, crouch or squat; crawl; climb stairs; climb or work on a ladder; twist or rotate at the waist while working; push, lift or carry items; work with office machinery, and work with an uncommon level of noise. The specific vision requirements listed for this position are:

• Close vision (clear vision at 20 inches or less)
• Color vision (ability to identify and distinguish colors
• Depth perception (ability to judge distances and spatial relationships)
• Ability to adjust focus

Work Environment:

• The noise level in the work environment will vary by department from quiet to loud.
• Most departments will work inside 100% of the time (some departments may require working outside).
• Some departments may be required to work under crowded conditions with an aggressive population.
• Some work locations may have strong odors.
• May need to drive in extreme weather conditions.

Other:

• May need to work with confidential information (employee applications, Human Resource paperwork, personal income, etc.).
• On occasion, you may need to drive to and from different locations.
• Ability to work extended hours and/or weekends, as required.
• A valid driver's license may be required.

Additional Requirements:

• Excellent interpersonal and organizational skills
• Must be computer proficient.
• Previous experience in the legal field or a paralegal certification is a plus.