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Home My WebLink AboutPersonnel Action Request - ClerksPOSITION MANAGEMENT APPROVAL (PMA) Section i — Requested Action Requested Action Required Prior to Action Required Prior to Finatization ❑ Update Position (N Add New Position ❑ Increase Position Count ❑ Decrease Position Count ❑ Reinstate Position ❑ Archive Position Department ❑ N/A ❑ JD Pending with HR Director N JD Update Approved Labor Union ❑ N/A ❑ Notice Sent (copy HR Director) Sent By ❑ Impact Bargaining Scheduled ❑ Impact Bargaining Completed Board of County Commissioners ❑ N/A ❑ Approved ❑ Approved (pending bargaining) Request is to replace the file clerk position in the County Clerk's office with this new position. The position has changed over time to have much more involvement in the state case management system software as well as other increased duties. The requested rate brings the position in line with an entry level deputy clerk. The position has not been run past the GCPEA as of yet, butwill be if approved by the BOCC. Section 2 — Request Detail Item Current Data Changing Data Job#-Job Title 105--DMS Operator/Document Clerk 000-00-< Enter Title> Department Clerk's Office-oo1105 " A EEO Class Administrative Support (including Cleric Pay Type/FLSA A A Reports To 000-00-<Enter Title> 000-00-< Enter Title> EE04 Code AWC Code Grp#-Name Aol-Courthouse A Employee Type Full Time Regular A Band 5 Pay Step Table 1 FTE 1.0 (4o hrs/wk) A Position Count 1 Step 1 Step 2 Step 3 tend Step 5 Step 6 Step 7 $ $ $ $ $ $ Section 3 — HR Review of Request Detail Submitted by: N Matt ❑ Christa ❑ Laurissa ❑ Kirk Date: 03/04/19 Section q — Authorizing S' res HR Director: J Date: S �� Board Approval Required F1 Not Required Chair: Vice-Chair: Date: , Member: Section 5 — HR Action ❑ Pay Step Table ❑ Comp Master Table ❑ Comp Plan ❑ Position Setup Initials: Revised 06/06/17 Grant County Job Description Data Management System Operator Title: - Document clerk Code(s): 105 -XX Dept.: Clerk's Office Status: Full Time FISA: Non -Exempt Union: PEA — Courthouse Reports to: I County Clerk and Chief Deputy Clerk Pay Band: Supervisory Authority: I N/A I Updated: 02/22/1Q 1 Revised: POSITION SUMMARY Perform a full range of Data Management System (DMS) support services, clerical and administrative support services to assist Superior Court as well as the general public, attorneys and outside agencies. Duties include, but are not limited to; managing, operating and troubleshooting the DMS system of the Clerk's office. Assisting deputy clerks with the operation of the DMS and how documents interact with, and are linked to, the Statewide Superior Court Case Management System (SC -CMS). The DMS Operator/Document clerk is responsible for researching old data systems for archived data, reviewing, organizing, scanning and filing the voluminous documents that come into the Clerk's office daily. Organizes and maintains the documents/records for retention pursuant to applicable RCWs and Clerk's office procedures. Additional duties may include; answering phones, opening new case files, handling appeals, backing up the exhibit clerk position and performing various other services as explain and assigned below. This position is the gatekeeper of the documents within the Clerk's office and the SC - CMS system and is responsible for protecting the confidentiality of court records and the maintenance and retention of those records as directed by the Clerk and the Secretary of State. The County Clerk's office provides administrative support to (8) Superior Court departments covering criminal, civil, domestic, probate, paternity, adoption, mental illness and juvenile matters. These court activities involve a large volume of documents that must be processed and examined through the Clerk's office, many of which contain highly confidential information. New incumbents must successfully complete a six (6) month introductory/probationary period. Training in the office depends on the level of experience and may take one (1) to three (3) years to complete, depending on cross training necessary in the office. ESSENTIAL DUTIES AND RESPONSIBILITIES The following examples of duties and accountabilities illustrate the general range of tasks assigned to the position but are not intended to define the limits of required duties. Other essential duties may be assigned consistent with the general scope of the position. Employee must comply with all County and department policies, procedures, WAC's, or other regulatory bodies. DMS Operator: As the DMS operator, the incumbent must have a good basic knowledge of how computer systems/applications interact with each other. Responsible for examining legal documents filed and verifying that case numbers and other pertinent data is correct prior to scanning. The successful candidate will use DMS filters and functions to make a clear scanning record erasing shadows and other flaws detected within the original document. Each document will be checked for docketing/linking errors prior to final filing. Document Filing: Duties involve placing large quantities of documents in numerical order within each separate case type (criminal, civil, domestic, probate, paternity, adoption, dependency, and juvenile). After documents have been separated and organized, they are filed in their appropriate case type. Taking great care to examine the case file for correctness and to identify and protect confidential documents that are to be handled in accordance with the Clerk's office procedures and protocols. The DMS operator/ Document clerk is the final verification that documents are accurate Updated 05/01/17 Page 1 of 3 and they must be able to either correct the errors that are found or bring the problems to the attention of the County Clerk or the Chief Deputy Clerk. Office Operations: This position also performs the support services required by the Clerk's office and the eight categories of legal filings. Performs office administrative support practices including but not limited to: SC -CMS operations and new case filing; Clerk's Office DMS scanning and imaging software; knowledgeable in proper exhibit handling, record keeping and security protocols; Experienced in Microsoft Word, Excel, and Outlook; the internet and intranet; file preparation management; and customer service. The successful candidate will have superior research and troubleshooting skills, have excellent written and verbal communication and customer service skills. Be able to work as a team, have a basic knowledge of statutes, and be highly detail oriented. This position requires a candidate to maintain high levels of confidentiality and superior ethics. They will have excellent interpersonal and sound judgment skills, maintain a strong commitment to public service, quality performance, and professionalism, have good coping skills, and be able to separate personal issues from the workplace. EDUCATION EXPERIENCE, and LICENSING To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Any combination of education and experience may be substituted as long as it provides the desired skills, knowledge and abilities to perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Required • High school diploma or GED; • Minimum 18 years of age or older; • Proficient in Microsoft Word, Excel, Outlook and the internet; • Basic understanding of data management systems; • Typing - minimum 45 WPM; • Minimum of one year customer service experience working with the public. • Valid Driver's License with proof of automobile insurance. • Background Check: Must be able to pass a background check. • Driving Abstract: Must be able to prove an acceptable driving record. Preferred • Associates degree in business, technical services, office administration, or related field; • Two years of experience working in a judicial system or with court or judicial case management systems/data management systems; • Proficient in programs used by Clerk's Office, e.g., SC -CMS (Odyssey) and imaging software (Laserfiche). PHYSICAL ABILITIES WORKING CONDITIONS Work is carried out principally in an office and/or storage room environment involving contact with the public, judges, attorneys, and others where there may be some occasional exposure to individuals displaying antisocial, aggressive, or hostile behavior either in person or by phone. In addition, the employee is regularly required to go up and down a ladder and/or step stool to retrieve/file away court files. The employee must frequently lift and/or move up to to pounds and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision. Updated 05J01/17 Page 2 of 3' On occasion, when backing up the exhibit clerk, the DMS operator/Document clerk may handle exhibi containing valuables, drugs, weapons, bio -hazards, and exhibits with strong and/or repulsive odors. The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak, reach with hands and arms, stoop, kneel, go up and down a ladder and/or step stool to retrieve/file away court files, lift up and/or move up to 50 lbs. of unequal weight. The position requires the employee to stand and/or sit for 8+ hours per day, 5 days per week. Specific vision abilities required by this job include close and distant vision, peripheral vision, and depth perception. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Updated 0$/01/17 Page 3 of 3