Reporting/Redaction Specialist - Performance & Records Management

:

This position will be responsible for complex support duties related to state reporting interfaces requiring thorough knowledge of the reporting and transmittal process. The Deputy Clerk holding this position will apply specialized functional knowledge to independently analyze reports and correct errors. Perform complex and confidential functions to ensure structured departmental operations. This position provides support to Managers, acts as a resource for internal and external communications, and interacts with all levels of leadership within the organization in addition to the public. The Deputy Clerk will be required to maintain a good working relationship with all DCs.

Responsibilities:

• Maintain functioning relationships with external agencies and vendors as applicable.
• Provide daily approvals for refund checks, restitution checks, and cash bond checks.
• Assist with monitoring of e-portal to ensure all filings are processed in a timely manner and verify that the portal is communicating with Clerk systems.
• Responds to all public and agency VOR and redaction requests.
• Track departmental action items.
• Scheduling and organizing training.
• Answering telephone calls and coordinating meeting and training requests.
• Assist and troubleshoot inquiries regarding payments or assessments, one on one training, and assist with work when needed.
• Conducts research on public access and privacy issues as required by law and regulation.
• Responds to requests for public records.
• Assist the unclaimed cash bonds process by providing Finance with an advertisement list in July and turning over all unclaimed funds to the Clerk in September.
• Notify and work with IT Department on operational issues with the Case Maintenance System. Test all updates prior to going live. Act as intermediary between departments and IT.
• Review and balance automated payments daily to ensure financial reports are correct. (nCourt, FACC Eportal, My FloridaCounty.com, Linebarger, Penn, CORE, Real Auction, etc.).
• Assists throughout the organization with overflow work and performs other related duties as assigned
• Establishing and maintaining a filing system to ensure information and documents are easily accessible.
• Validation of data in Case Maintenance System. Create lists, work lists, to ensure data quality.
• Review and balance credit card and all other tender type payments processed by Clerk cashiers twice daily.
• Review and submit other reports as assigned in a timely manner. (i.e. SRS, OBTS, Pending Case Load, Jury Management, Timeliness, Collections, OBTS, TCATS, UCR etc.)

Qualifications:

• Minimum of 2 years of related experience and/or training; or equivalent combination of education and experience.

Knowledge, Skills, and Abilities:

• Excellent interpersonal skills to establish and maintain cooperative, tactful, effective, and harmonious working relationships with co-workers, attorneys, external agencies, and the public.
• Strong computer skills with proficiency in desktop office solutions (e.g., Microsoft Office Suite), database applications, emails (with .pdf file attachments), and Internet search tools, as well as computer peripheral devices (e.g., printers and scanners).
• Balances team and individual responsibilities; Exhibits objectivity and openness to others’ views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone’s efforts to succeed.
• Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Must be able to read and interpret documents such as instructions and procedure manuals. Must be able to draft complex reports and correspondence. Must have excellent interpersonal, verbal, written, organizational and typing skills.
• Familiarity with document management systems and their functionality.
• Maintains confidentiality listens to others without interrupting; Keeps emotions under control.
• Ability to maintain confidential information and documents, utilizing judgement and discretion.
• Provides amazing customer experiences in person, on the telephone and via email.
• Ability to perform despite frequent interruptions or distractions.
• Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Ability to keep abreast of Florida Sunshine Laws and Administrative Orders that affect public records information practices and recommend necessary changes.
• Effectively manages multiple requests and prioritizes time sensitive inquires.

Preferred:

• Comprehensive knowledge of criminal and civil court procedures and documents.
• Bachelor’s Degree from an accredited four-year college
• Familiarity with Land Record Documents (Deeds, Mortgages, Liens) and/or Court Documents (Arrest Reports, Charging Documents, Filings.)

Physical Demands:

While performing the duties of this job, the Deputy Clerk (DC) is regularly required to stand; walk; sit; use hands to finger, handle, or feel and talk or hear. The DC is frequently required to reach with hands and arms and climb or balance. Must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust focus.