GENERAL DESCRIPTION OF POSITION

The customer service clerk provides front-line assistance to the public and legal professionals at either the Court Services or Official Records counters. This position is responsible for delivering accurate information, processing legal and public records transactions, and maintaining efficient customer service operations. The role requires strong attention to detail, knowledge of applicable laws and procedures, and the ability to provide courteous support to individuals navigating legal documentation and public records access.

ESSENTIAL JOB FUNCTIONS

The tasks listed below represent essential job functions and exclude the marginal functions of the position that are incidental to the performance of essential job duties. The Clerk may assign additional responsibilities related to the area of work as necessary or during a declared emergency.

• Provide professional, courteous customer service to individuals seeking court-related or official record information.
• Answer inquiries from attorneys, government agencies, and the public regarding case filings, records retrieval, and procedural requirements.
• Guide individuals through document submission, retrieval processes, and payment transactions.
• Review, process, and accurately file legal and official documents in accordance with office policies and regulations.
• Based on service location, accept and process marriage license applications in accordance with Florida Statute 741.
• Where passport services are offered, facilitate passport application acceptance as a certified Passport Acceptance Agent, following U.S. Department of State regulations and maintaining annual certification.
• Maintain organized records, ensuring proper indexing and accessibility for future reference.
• Verify the accuracy and completeness of submitted documents before processing.
• Prepare and issue certified copies of requested records while maintaining confidentiality standards.
• Enter and update case information or public record information into the office’s database system with precision.
• Monitor system updates to ensure accuracy in document tracking and reporting.
• Process modifications or corrections to records in compliance with legal requirements.
• Process payments for case filings, document requests, and certifications with accuracy and efficiency.
• Generate receipts and maintain precise financial records within case management systems.
• Provide guidance on fee inquiries and available payment options to ensure a seamless transaction experience.
• Handle financial transactions, including accepting payments, processing filing fees, and managing escrow transactions while maintaining strict accuracy and adherence to cash-handling protocols.
• Reconcile cash drawers, verify receipts, and document financial activities in accordance with established guidelines.
• Ensure all document handling, filing, and processing procedures comply with local, state, and federal regulations.
• Safeguard sensitive legal and public records by adhering to privacy laws and office policies.
• Maintain confidentiality when handling restricted or sealed records.
• Collaborate with attorneys, law enforcement agencies, and court personnel regarding case records or legal filings.
• Coordinate with government agencies to process official documents and verify records.
• Work with internal departments to ensure seamless transaction processing across court and official records divisions.
• Stay informed about changes in court procedures, public records regulations, and office policies.
• Participate in training programs to enhance knowledge of document processing and customer service standards.
• Assist in training new clerks and specialists in best practices for customer service and record management.
• Maintain a well-organized workstation and adhere to office efficiency protocols.
• Assist with office correspondence, mail processing, and administrative tasks related to case and records processing.
• Prepare reports or summaries related to customer interactions, document filings, or record certifications as needed.

QUALIFICATIONS 

Verifiable, related work experience may be substituted in lieu of postsecondary educational requirements if a candidate is otherwise qualified for the position. Prior experience working in a Clerk’s office and with the current programs is preferred and may be given consideration in lieu of on the job experience. Related work experience may not substitute for any required licensure, certification, or registration required for the position. Substitution of postsecondary educational requirements is authorized as follows:

• Graduation from high school or possession of an accredited equivalency diploma.
• One (1) year of high-volume customer service with cash handling experience required, preferably in a legal, administrative, or governmental setting.