Data Entry Clerk

Data Entry Clerk

Municipal Criminal & Traffic

Our mission is to provide quality customer service to the people of Hamilton County, promote access to justice for all, manage financial services for the justice system, and ensure the integrity, preservation, and accuracy of our court records while providing fair and timely access to them. The Clerk's Office is committed to our 200+ employees. We strive to create a work environment where employees thrive, engage, feel supported, and find community. We aim to be the employer-of-choice for public sector employees in the region by purposefully defining our culture, providing professional training and personal growth opportunities, recognizing and rewarding performance, and encouraging our employees to innovate and lead.

REPORTS TO:

Data Entry Supervisor, Municipal Criminal & Traffic

STATUS:

Full-time, 35 hours/week, non-exempt, unclassified

JOB LOCATION:

Hamilton County Justice Center

HOURS:

Monday- Friday, 8:00 am- 4:00 pm; Rotating Saturday

TRAVEL REQUIREMENTS:

No travel required

STARTING PAY:

$24.39 per hour

SUPERVISORY RESPONSIBILITIES:

No

JOB OVERVIEW:

The Hamilton County Clerk of Courts is committed to maintaining accurate and efficient court records, ensuring the integrity of judicial proceedings. As a Data Entry Clerk, you will play a critical role in processing court documents, managing case information, and supporting the smooth operation of court functions. This position requires strong attention to detail, accuracy in data management, and a dedication to exceptional customer service.

We are seeking a candidate who embodies our commitment to efficiency, accuracy, and service excellence. The ideal candidate will bring:

• Attention to Detail- Ensures accuracy in data entry, document scanning, and record verification, minimizing errors and maintaining high-quality court records.
• Commitment to Efficiency- Works with speed and precision to process a high volume of legal documents while meeting deadlines and operational requirements.
• Strong Organizational Skills- Manages multiple tasks effectively, prioritizing workflow to support court proceedings and case management.
• Customer Service Orientation- Communicates professionally with court personnel, external agencies, and the public to provide clear and helpful assistance.

This role is ideal for a detail-oriented professional who thrives in a structured environment and is eager to contribute to the integrity and efficiency of court operations.

ESSENTIAL DUTIES:

50% - Data Entry & Case Processing

• Accurately enter judicial entries, citations, warrants, and probation department records into the Case Management System.
• Verify all data for accuracy and completeness, ensuring compliance with court procedures and standards.
• Prepare and update traffic dockets for all arraignment courtrooms.
• Assign and input new court dates into the system based on judicial directives.
• Identify and resolve data discrepancies by coordinating with appropriate court personnel.

40% - Document Scanning & Record Management

• Digitally scan and index criminal complaints, traffic tickets, judicial entries, and other court-related documents.
• Ensure all scanned records are correctly categorized, stored, and retrievable in the Case Management System.
• Conduct quality control checks to confirm scanned documents are legible and properly aligned with case files.
• Maintain confidentiality and security of all sensitive legal records.

10%- Customer Service & Communication

• Provide professional and courteous assistance to court personnel, external agencies, and the public regarding case records and documentation.
• Respond to inquiries via phone, email, and in person, offering guidance on court procedures and record requests.
• Communicate with judges, attorneys, and clerical staff to verify, clarify, or update case information.
• Assist in resolving issues related to court records, ensuring prompt and accurate updates.

OTHER DUTIES AS ASSIGNED

PREFERRED SKILLS:

Knowledge of:

• Court procedures, legal terminology, and judicial documentation processes.
• Case Management Systems and other databases used for court recordkeeping.
• Data entry principles, including accuracy verification and error detection.
• Document scanning processes and digital record management.
• Court records and handling sensitive information.
• Customer service principles, including professional communication and problem resolution.
• Office procedures, clerical operations, and administrative best practices.

Ability to:

• Enter and verify large volumes of data with a high level of speed and accuracy.
• Review and process judicial entries, citations, and warrants efficiently and correctly.
• Scan, organize, and retrieve court documents using electronic recordkeeping systems.
• Communicate effectively and professionally with court personnel, law enforcement, attorneys, and the public.
• Interpret and apply court policies, procedures, and legal documentation requirements.
• Maintain confidentiality and handle sensitive information with discretion.
• Prioritize tasks and manage workload effectively in a fast-paced environment.
• Work independently and collaboratively within a team to ensure operational efficiency.

Skilled in:

• Accurate and efficient data entry, record management, and data verification.
• Using case management systems, office software, and other digital tools for document processing.
• Building positive working relationships and collaborating effectively with management and coworkers.
• Communicating clearly and professionally, both verbally and in writing.
• Engaging courteously and effectively with court personnel, attorneys, external agencies, and the public as needed.

QUALIFICATIONS:

• High school diploma or equivalent; and
• 1 year of experience in data entry, clerical work, or a related administrative role; or
• Coursework or certification in office administration, data management, or a related field; or
• Any equivalent combination of education, experience, and training that provides the required knowledge, skills, and abilities.

PHYSICAL DEMANDS & WORKING CONDITIONS:

• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. This is a sedentary job and the employee will sit 75% of their workday. The employee is expected to use a computer keyboard for extended periods of time. The employee will occasionally lift up to 25lb boxes.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

The Hamilton County Clerk of Courts is committed to providing a work environment where all employees are treated fairly and equally in all terms and conditions of employment, and all decisions concerning Clerk employees or applicants shall be made without regard to race, sex, gender identity, religion, national origin, sexual orientation, age or disability. We have zero tolerance for violations of employee rights, harassment or discrimination based on any of the above criteria.