Chief of Records Division

JOB CODE: 2055

PAY GRADE: 2250

SALARY RANGE: $49,974 - $84,534

LOCATION OF WORK
City Court

GENERAL DESCRIPTION
Under the direction of a City Court Administrator, acts in the capacity of Division Chief for the Records Division of Baton Rouge City Court performing highly complex professional administrative work. Work involves the responsibility for directing, planning, overseeing, and coordinating the activities of professionals and sub-professionals providing services to the public and managing legal matters relative to Baton Rouge City Court. Duties also include assisting the Clerk of Court/Judicial Administrator, other Court Administrators, and/or City Judges. Under rules of the Court and Laws of the State, an employee of this classification is an officer of the Court and must certify for the Court legal documents before being processed. Supervision is exercised over a medium to large staff of legal classifications that support and facilitate the processing of all records relative to Baton Rouge City Court. Performs other work duties as requested.

ESSENTIAL WORK TASKS
Supervises, directs, plans, and coordinates the activities of the records division of Baton Rouge City Court. Ensures proper training, coordination, and supervision of paraprofessional staff in organizing, storing, indexing, maintaining, and retrieving closed files and other court files maintained by the records division of City Court. Reviews shelving and storage needs to accommodate for future growth and makes recommendations to provide for record management and storage needs. Oversees and manages the data entry work of subordinate staff and provides disposition information to the public ensuring that court rules, procedures, policies, and laws are complied with regarding the release of information from court files; supervises and manages the proper expungement of court records as approved and ordered by the Court. Develops, maintains, and follows record retention schedules for the Court ensuring court files are properly retained, and destroyed according to approved retention schedule and according to state statutes and procedures; acts as records management representative and communicates as needed with the Secretary of State's Office; determines the records archive schedule in accordance with statutes. Oversees the proper storage of evidence submitted in court cases and the maintenance of the evidence room and its contents; maintains and ensures internal controls are in place and followed for all evidence stored; follows all laws, rules, and procedures for the proper destruction of evidence or return of evidence to parties of cases as ordered by the Court. Organizes, assigns, and supervises legal employees in preparing case processing work related to duties and responsibilities involved with appeals and expungements. Assists Court Administrators in maintaining Certified Digital Recorder (CDR) requirements for the Court to ensure licenses are updated as prescribed; conducts meetings with CDRs as requested or needed. Ensures Deputy Clerks complete a walk-through to confirm recording equipment in all five courtrooms is functioning properly. Establishes procedures and adheres to a daily practice of monitoring courtroom recordings and ensuring that proceedings are being properly recorded as required. Reviews civil and criminal/traffic appeal files and verifies that they are accurate, processed timely, and permissible. Requests and retrieves files and information from various divisions of the court, judges, and outside agencies as warranted for processing appeals, expungements, records storage, and maintenance of evidence. Reviews all procedures and policies of the records division evaluating processes and implementing necessary changes to ensure increased efficiency, accuracy, and service to the public and to the Court; seeks approval of a Court Administrator before implementing changes that would impact those outside the records division. Educates staff to increase their knowledge and understanding of the records division's record-keeping processes to ensure the highest quality of service is provided. Reviews periodically all records division forms, publications, and written materials, including website information to ensure that services and information offered to the public are available, easily understood, and executed; submits recommended changes to administration for review and approval. Keeps abreast of changes in laws and regulations regarding court case appeals, procedures and regulations, and other matters relating to the operations of the records division.

KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of office practices, procedures, and equipment. Knowledge of court procedures, laws, regulations, and orders pertinent to City Court. Knowledge of the legal format and terminology required in the preparation of court transcripts. Skill in the use of modern office equipment such as telephone, computer, copier, calculator, and related peripherals. Ability to keep complex records and prepare periodic reports. Ability to assign and supervise the work of a legal staff. Ability to make responsible decisions in accordance with established policies and procedures. Ability to establish and maintain effective working relationships with other employees and the general public. Ability to apply good work habits such as punctuality, reliability, preciseness, and dependability in order to effectively complete assigned tasks and contribute to the efficient operation of the division and City Court.

MINIMUM REQUIREMENTS