Julie Harshman
Temple,TX
Summary
Skilled at keeping files current and organized. Coordinates with various parties to obtain necessary documentation and facilitate case progress. Methodical, accurate, and efficient multitasker with many years of related experience. Proactive Records Clerk with a superior knowledge of filing systems. Specialties include filing and documentation, record processing, data entry and information retrieval. Dedicated to maintaining complete organization for quick information retrieval.
Overview
15
15
years of professional experience
Work History
Case Records Technician
California Department of Corrections and Rehabilitation
Coalinga
12.2005 - 05.2021
- Maintained confidentiality of sensitive client information at all times.
- Responded promptly to requests from attorneys or court personnel for specific documents or other materials pertaining to a particular case.
- Provided technical assistance related to electronic databases for storing case records.
- Answered phone inquiries regarding status of cases or other general questions about the office's services.
- Monitored deadlines associated with each individual court matter in order to ensure timely compliance with legal requirements.
- Processed incoming mail related to court cases or other legal matters.
- Reviewed and maintained case records for accuracy and completeness.
- Generated various reports including statistical analysis of caseloads.
- Created new filing systems as needed to improve efficiency of recordkeeping processes.
- Managed multiple projects simultaneously while meeting deadlines.
- Collaborated with other departments to coordinate document requests and updates.
- Assisted attorneys in locating relevant documents from case files.
- Assisted in coordinating inter-departmental activities related to case management.
- Performed data entry duties such as entering court orders, judgments, decrees. into the computer system.
- Conducted research on cases to ensure all pertinent information was collected.
- Updated case records in accordance with applicable laws and regulations.
- Compiled information from multiple sources into comprehensive reports for review by attorneys or judges.
- Organized physical and digital file systems according to established procedures.
- Verified incoming paperwork for accuracy prior to entering it into the database system.
- Performed queries in master database and created reports outlining key details.
- Retrieved, scanned, and uploaded digital copies of case records into database system.
- Prepared reports summarizing the content of case files.
- Reached out to local, state and federal agencies to obtain necessary clearances, certificates and approvals.
- Set up meetings and hearings as part of efficient case processing.
- Wrote, proofread and corrected records documents, file letters and professional correspondence.
- Retrieved, sorted, copied and filed all documents and paperwork.
- Managed all paperwork and accurately filed each piece alphabetically and according to significance.
- Managed all types of department files.
- Performed basic administrative duties by answering calls, taking messages, data entry, typing tasks and locating files upon request.
- Scanned images and documents with careful attention to clear scans and to correct document naming conventions.
- Strictly adhered to confidentiality dictations to safeguard information.
- Created or updated records with new files or information.
- Responded to audit requests, providing all necessary documentation and information in a timely manner.
- Conducted regular audits of records to ensure compliance with legal and company standards.
- Assisted with the implementation of new record management software, ensuring a smooth transition.
- Maintained an inventory of office supplies related to recordkeeping, ensuring adequate stock levels.
- Tracked file movement and researched document histories.
- Prepared new files according to company needs and schedules.
- Provided file, document and record access to appropriate personnel.
- Liaised with IT department to resolve any technical issues affecting recordkeeping systems.
- Implemented data entry protocols for new and existing records, maintaining accuracy and efficiency.
- Maintained and updated company filing systems.
- Performed routine inventory checks and notified supervisors of needed materials and shortages.
- Composed correspondence to internal and external company contacts.
- Prepared regular reports on the status of records, highlighting any issues or concerns.
- Managed comprehensive filing systems, both electronic and paper-based, ensuring easy accessibility and organization.
- Evaluated reports and documents for discrepancies and inaccurate information.
- Trained new staff on record management systems and processes, enhancing team efficiency.
- Assisted in the development of records retention schedules, ensuring compliance with regulatory requirements.
- Retrieved documents and files from records rooms and online databases.
- Coordinated the secure destruction of obsolete records in accordance with legal and company policies.
- Monitored access to confidential records, ensuring adherence to privacy policies.
- Processed requests for information, providing prompt and accurate responses to internal and external queries.
- Coordinated the transfer of records between departments, ensuring secure and timely delivery.
- Updated recordkeeping policies and procedures to reflect changes in legislation or business needs.
- Consolidated outdated files to inactive storage, following guidelines and legal requirements.
- Sorted or classified information according to content, purpose or user criteria.
- Placed materials into storage receptacles according to classification and identification information.
- Maintained records of materials using logbooks or computers and generated computerized reports.
- Added new material to file records or created new records.
- Retrieved documents stored in microfilm or microfiche and placed in viewers for reading.
- Operated mechanized files to retrieve records.
- Input data into computer systems to support document and information retrieval.
- Classified information into chronological, alphabetical, or numerical order.
- Inspected materials or files to verify correct placement, legibility or condition.
- Answered questions about records or files.
- Located, retrieved and copied information in response to requests and delivered to authorized users.
- Modified or improved filing systems or implemented new filing systems.
- Scanned or read incoming materials to determine classification or filing.
Education
High School Diploma -
Coast Union High School
Cambria, CA06-1979
Skills
- Legal processes
- Business information systems
- Proofreading
- Database Queries
- Information Verification
- Reporting Requirements
- File reviews
- Court processes
- Court Procedures
- Document Scanning
- Documentation skills
- Investigation skills
- Correspondence Management
- Customer Service
- Research abilities
- Legal Terminology
- System updates
- Records Management
- Accuracy and Precision
- Records Maintenance
- Office Support
Timeline
Case Records Technician
California Department of Corrections and Rehabilitation
12.2005 - 05.2021
High School Diploma -
Coast Union High School