Data Entry Clerk - Palm Beach Gardens

Clerk of the Circuit Court & Comptroller, Palm Beach County • Palm Beach Gardens, FL

3d • Onsite

About The Position

The Clerk of the Circuit Court & Comptroller’s Office is seeking a motivated, service-oriented individual to join our North County team as a Data Entry Clerk. This role offers the opportunity to contribute to essential public services while gaining valuable experience in a fast-paced, mission-driven environment. As a Data Entry Clerk, you will help maintain the integrity and accuracy of criminal court records and civil case exhibits. This position provides exposure to a variety of criminal case types and hands-on experience with the handling, processing, and maintenance of civil exhibits entered into evidence during court proceedings held in North County. Responsibilities include maintaining the chain of custody, ensuring accurate documentation, securing proper storage, conducting regular inventory, and managing the final disposition or destruction of evidence in accordance with Florida Statutes and the Rules of General Practice and Judicial Administration. The type of evidence that will be processed in this role may include: digital /electronic evidence (emails, text messages, thumb drive, usb, cds) and documentary evidence (contracts, financial records). This position is eligible for a one dollar per hour stipend which has already been added to the salary advertised. The one dollar per hour stipend will be awarded upon completion of the introductory period. The stipend will no longer apply should the employee transfer out of this position. This position requires up to five days of mandatory onsite training which is conducted at the main courthouse (205 N. Dixie Hwy, West Palm Beach, FL 33401).

Requirements

• High school diploma (or GED), supplemented by three (3) years of recent and relevant experience that demonstrates the ability to accurately apply acute attention to detail in maintenance of detailed data, preferably in an automated systems environment; or an equivalent combination of education, training and experience.
• Typing accuracy
• Communication skills
• Time management
• Attention to detail
• Ability to lift 50 pounds or more.

Nice To Haves

• Some vocational or college courses preferred.
• Once qualified, deputization may be required to perform the assigned functions.

Responsibilities

• Performs complex data entry for docketing functions; creates entry for each document; monitors image for quality and clarity.
• Forwards filings to the Court or the appropriate functional area as warranted.
• Adds and updates party/attorney information in the system; updates case status.
• Screens indigency applications; determines whether to grant, deny, or refer to the Court.
• Processes new cases, including multiple case types and transfers from other courts/venues; assigns case types; indexes parties and associating attorneys; handles specialized processes/procedures.
• Processes Judicial reassignments/recusals; updates system; issues notice of reassignment; notifies newly assigned Judge and parties/counsel of the change.
• Updates cases when cash and surety bonds are posted; prepares notice of bond forfeitures; processes written orders; records bookings; sets court hearings and notice parties.
• Retrieves records from departments; enters records into document management system (Trakman) for storage and tracking purposes; prepares records; labels boxes for storage.
• Performs extensive records research, retention and onsite destruction initiatives; includes file shifting/boxing to create space for new records, reviewing records eligible for destruction, and coordinating movement and destruction of records.
• Performs regular inventory of records; reviews records for quality, errors and omissions.
• Conducts inventories and spot audits of evidence in the location vault.
• Reviews and evaluates the civil related evidence exhibits and work processed by courtroom administrators to ensure accuracy and completeness; reports discrepancies/findings to assigned management.
• Accepts and reviews exhibits transferred physically or electronically; screens and verifies civil related evidence submitted; verifies case information on exhibit list for accuracy, and that all evidence is properly labeled/bar-coded; inputs information into computerized tracking system.
• Ensures compliance with evidence procedures and guidelines; ensures proper chain of custody in compliance with Florida state laws and best practices.
• Ensures that all evidence is properly packaged, stored and labeled; inputs all information into computerized tracking system.
• Receives, identifies, secures, records and releases various exhibits; maintains strict confidentiality.
• Oversees shredding of records eligible and approved.
• Accepts documents for recording; identifies document type; verifies statutory requirements.
• Calculates and cashiers related taxes and fees; issues certified copies.
• Performs specialized recording tasks, including the processing of Declaration of Domicile and Domestic Partnership.
• Scans documents; verifies legibility of documents scanned into the Official Records.
• Accepts VAB petitions and documents to be filed in existing County Civil cases.
• Processes e-filed documents.

Benefits

• Generous paid time off
• 17 paid holidays
• Superior health care plans with lower costs to you
• Retirement choices through the Florida Retirement System and deferred compensation plan
• Award-Winning Wellness Program that gives employees incentives, tools, social support, and strategies to adopt and maintain a healthy lifestyle
• Tuition Reimbursement
• Qualifying employer for Public Service Loan Forgiveness

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED