Expunction Clerk - District Clerk - J10048 - 35300

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SUMMARY: An Expunction Clerk, manages the legal process of removing or sealing criminal records, involving tasks like ensuring all parties (law enforcement, courts) receive notice, and updating records once approved, essentially serving as the administrative hub for getting past offenses off public view and helping individuals clear their records for a fresh start.

The Expungement Clerk is under general supervision, performs a variety of clerical tasks primarily related to the expungement of criminal records, either misdemeanor or felony cases.

The employee is required to be on duty before, during, and after natural disasters and emergencies, as directed by the department head. 

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Notifications: Send official notices to relevant entities, such as law enforcement agencies, the District Attorney's office, and the Department of Public Safety (DPS).

Record Keeping: Maintain official court records, ensuring they are properly indexed, preserved, and eventually disposed of according to law.

Coordination: Act as a liaison between judges, attorneys, the public, and other government agencies involved in the process.

System Updates: Update electronic and physical court records to reflect the expungement or sealing of cases.

Guidance: Explain routine procedures and requirements to the public and applicants.

Core Duties & Responsibilities.

Case Management: Receive, file, and process expungement and sealing petitions, ensuring accuracy and completeness.

Record Processing: Issue court orders, seal cases, and update computerized record systems (like PACTS or CJIS).

Legal Compliance: Stay current on evolving state and local expunction laws and procedures to ensure proper handling.

Coordination: Liaise with judges, attorneys, law enforcement, and state agencies (like the Texas State Library).

Data Management: Handle sensitive criminal history information, research records, and maintain confidentiality.

Customer Service: Assist the public, attorneys, and officers with record inquiries and information requests.

Administrative Tasks: Manage correspondence, perform data entry, and handle general office duties.

Assist with Juvenile Motions to Seal Orders

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Legal terminology, principles and practices of modern office administration; customer service/public relations practice and procedures; English usage, computer, procedures and equipment including filing systems. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.   Any employee who drives a vehicle on official business must have a driving record which meets standards set by the County and the County’s insurance carrier.

EDUCATION and/or EXPERIENCE: High School Diploma or equivalent, and two (2) years of general office experience, with one (1) year of law office to include six (6) months customer service experience.

Any equivalent combination of experience and training which provides the required knowledge, skills and abilities, may be considered for current Nueces County employees only.

LANGUAGE SKILLS: Ability to read and interpret criminal documents such as reports, statistics and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio and percent.

REASONING ABILITY: Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS: Texas Operator's Driver's License. 

Key Skills & Knowledge: Strong understanding of criminal justice records and procedures.

Ability to interpret complex legal instructions. Excellent organizational, communication, and multi-tasking skills. High level of discretion and confidentiality.

Essential Skills & Qualifications: Detail Orientation: High accuracy is required when deleting or modifying records, as errors can lead to legal liability or the improper disclosure of sensitive data.

Confidentiality: Maintaining strict security for sensitive documents and adhering to privacy protocols.

Technical Proficiency: Ability to operate advanced case management software, scanners, and database tools. Problem Solving-Adapting to change and taking on new responsibilities as needed with other duties as assigned.

Prepares expunction packets, envelopes and certifying documents for various motions, orders for expunction; distributes information to appropriate agencies; prepares files for court; sends notices; prepares files for courts; accepts applications; assigns and prepares cases for court proceedings.

Responds to information requests and questions regarding data on expunction and felony cases; utilizes various resources to conduct research and locate requested information.

Data entry expungements filed with the District Clerk's Office into an automated database, and scans documents for expunction cases; scans documents after being entered into the automated database.

Prepares and disperses Final Orders to all state and federal agencies.

Maintains a database of all expunctions filed, disposed, destroyed and deleted; maintains a retention schedule on expunctions; seals files.

Destroys electronic and physical records as directed by Judge; uses various office resources and applications to process expunction, as directed by law.

Maintains confidentiality; Performs such other related duties as may be assigned.

PHYSICAL DEMANDS: 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to stand; walk; stoop, kneel, crouch, or crawl; and talk or hear. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to fumes or airborne particles. The noise level in the work environment is usually moderate.

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