Deputy Clerk: Imaging and Data Entry Department

$37,500 - $41,000/Yr

Unclassified - Cleveland, OH

Full-time - Entry Level

Cleveland, OH

About the position

The Deputy Clerk position in the Imaging and Data Entry Department at the Cuyahoga County Probate Court is a full-time role that involves high-volume data entry into a computer terminal, document imaging, and general clerical duties. This position requires independent judgment in verifying the accuracy of the information being processed and the ability to use multiple applications effectively. The Deputy Clerk will be responsible for providing exceptional customer service by assisting customers at the counter, online, or by telephone, processing copy requests, and directing phone calls to the appropriate departments. The role also involves reviewing documents presented to ensure that all information is complete and that the required information is provided. In certain instances, the Deputy Clerk will determine and collect any costs or fees required and receipt/post collected monies while answering any related customer questions. In addition to customer service, the Deputy Clerk will be tasked with docketing appropriate information for pleadings accurately and timely, including selecting the correct docket code for documents, entering information in the appropriate fields in the computer system, and issuing appropriate notices and Letters of Authority. The position also includes maintaining case file information in order as defined by department procedures, handling service on adversarial complaints, and preparing files for appeal. The Deputy Clerk will scan documents for the case file database, perform basic quality assurance by identifying errors in the database, making appropriate corrections, and informing the supervisor of potential problems. The role requires maintaining all records of the Court, retrieving files for the public and court employees, purging closed files from active shelves, and preparing closed files for imaging.

Responsibilities

• Provide exceptional customer service by assisting customers at the counter, online, or by telephone.
• Process copy requests and direct phone calls to appropriate departments.
• Review documents presented to ensure all information is complete and required information is provided.
• Determine and collect any costs or fees required and receipt/post collected monies.
• Answer related customer questions.
• Docket appropriate information for pleadings accurately and timely.
• Select the correct docket code for documents and enter information in the appropriate fields in the computer system.
• Issue appropriate notices and Letters of Authority.
• Maintain case file information in order as defined by department procedures.
• Handle service on adversarial complaints and prepare files for appeal.
• Scan documents for the case file database and perform basic quality assurance.
• Identify errors in the database, make appropriate corrections, and inform the supervisor of potential problems.
• Maintain all records of the Court and retrieve files for the public and court employees.
• Purge closed files from active shelves and prepare closed files for imaging.

Requirements

• Associate degree (2 years of college) or equivalent preferred; High School Diploma with work experience will be considered.
• Ability to read, write, use basic mathematics, and manage monetary transactions.
• Proficiency in computer skills, including Word, Microsoft Windows, and other Microsoft products (Excel).
• Excellent oral and written communication skills.
• Strong organizational skills and interpersonal skills to maintain cooperative and effective working relationships.
• Ability to follow instructions, balance projects, and meet deadlines.
• Possess qualities of fairness, integrity, and maintain confidentiality of Court information.

Benefits

• 401(k)
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance