Description:
The Records & Customer Service Clerk, Courthouse will retrieve and deliver files to clients, provide records management support, and maintain department and corporate record standards and procedures in Records Management.
Duties and Responsibilities
Under the general supervision of the Supervisor, Court Support, the successful candidate will:
- Respond to public inquiries relating to court matters
- Respond to inquiries in-person, on the telephone or email, as well as at the front reception from external agencies, City Staff and the public regarding court matters
- Provide case information, process information and forms to general public regarding court and parking matters
- Provide general directions to persons entering the Courthouse
- Follow Records Management standards, procedures and requirements.
- Organize and maintain files and ensure records adhere to corporate standards.
- Open new files or parts and enter all files on the Records Management system and ensure that adequate cross referencing information is entered
- Accurately file material such as all new and completed court matters, enforcement reports, newly scheduled and returning matters and new certificates and locate missing files
- Maintain and purge file collection and file room on a regular basis
- Prepare records for inactive storage according to the Records Retention Schedule and following proper records management procedures
- Facilitate disposition of records process.
- Operate computer system for AutoProcess, ICON, OmniRim and SharePoint.
- Ability to collect and produce monthly statistics and metrics as required.
- Maintain a high level of confidentiality in regards to public records (Freedom of Information)
- Demonstrated ability to work effectively in a team setting as well as independently
- Assist Screening Officers as required
- Must be physically capable of lifting up to 35 lbs.
- Perform other related duties as assigned
Skills and Qualifications
- Grade 12 education with a minimum of 2 years office experience including records/information management.
- Good computer skills and data entry skills required.
- Proficient with Records Management computer programs (e.g. OmniRim and SharePoint)
- Excellent organizational skills.
- Ability to work in a team environment and independently.
- Demonstrated ability to deal effectively with the public on an ongoing basis and work well under pressure.
- Knowledge of the Provincial Offences Act, Municipal, Provincial and Federal Government work environments would be an asset.
- Knowledge of records management policies and principles and classification techniques.
- Excellent customer service skills demonstrated in a front line customer service position.
- Good written communication skills to prepare/generate correspondence, e-mails and reports.
- Excellent verbal communication skills to serve clients on the telephone and in person.