Job Description:
Under the direction of the Supervisor, the Client Services & Case
Management Administrative Specialist performs clerical and
administrative tasks related to records requests, customer service,
record and visitor management. Responsibilities of the Specialist
include but are not limited to the following:
- Acts as the point of contact for internal staff and external stakeholders.
- Responds to callers and visitors in a courteous manner, providing
a correct and timely response if possible or routing to the
appropriate source for a timely and accurate response.
- Utilizes tools for the tracking of calls, emails and other
stakeholder communication channels.
- Manages HFSC’s visitor management system, mail delivery, and
parking validations.
- As a custodian of records, manages and maintains HFSC’s case file
room: scanning, filing, shipping and tracking case files.
- Receives, logs, compiles, tracks, and releases documents in
response to court orders, subpoenas, and/or general requests for
records, using the preferred ticketing system while maintaining
turnaround times.
- Ability to liaise with HFSC staff to compile the requested
records when necessary.
- Drafts and distributes responses to court orders,
subpoenas, and/or general requests for records.
- Verifies accuracy and completeness of critical documents.
- Assist with ascertaining case status, court dates and
coordinating pre-trial meetings between prosecutors and
expert witnesses.
- Assist and support prosecutors and defense attorneys
in pre-trial case preparation including but not limited
to compiling full case documents.
- Communicates with prosecutors, defense attorneys, law enforcement
agencies and HFSC’s legal counsel as necessary to help ensure HFSC’s
responses are consistent with applicable law.
- Ability to liaise with and manage multiple relationships and
deadlines with officers, prosecutors, judges, and other court
personnel in the court system.
- Conducts monthly audits of HFSC’s case file room and CS/CM’s
ticketing system.
- Maintains expected targets for error rates and throughput for
records requests.
- Records data for use in a variety of reports, surveys,
inventories, studies, projects, etc.
