Court Records Specialist

Job Description:

Court Records Specialist

Description

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Employment Type
Full Time

Job Summary

Ready to Make an Impact? Join us as a Court Records Specialist!

We're looking for someone upbeat, detail-oriented, and ready to be a part of a friendly, supportive team that keeps things running smoothly at the Olathe Municipal Court. You'll serve as a trusted point of contact for fingerprinting services, managing essential electronic disposition reporting required by Kansas law, and helping coordinate Kansas Open Records Act (KORA) responses. If you’re ready to make a meaningful impact in a dynamic, public-facing role, we want to hear from you!

Pay Range: $23.75 - $26.49 per hour depending on qualifications and experience.

The City offers competitive benefits including tuition reimbursement, career development resources, excellent health insurance, participation in the KPERS pension, a free on-site health clinic for those covered under the City's health plan, and much more. To learn more about the City's benefits, review our full outline of benefits online .

For more details, review the full job details and requirements below.

The Court Records Specialist performs complex, confidential, and public-facing customer service functions supporting Olathe Municipal Court operations. This position serves as a primary point of contact for fingerprinting and electronic disposition reporting as required by Kansas law and supports efficient court operations. The Court Records Specialist also assists with Kansas Open Records Act (KORA) responses in coordination with the Court Administrator and other City staff.

Key Responsibilities

• Provides professional, neutral, and confidential customer service to court users in person, by phone, and via email; provides procedural (non-legal) information and refers legal questions per established procedures.
  
• Supports court operations and court sessions as assigned, including docket support, records/document routing, clerical processing, and accurate data entry in the court case management system and related systems.
  
• Completes required fingerprinting of qualifying convicted individuals in accordance with Kansas statutes and court procedures, including identity verification, print quality control, and documentation of submissions/rejections/resubmissions.
  
• Submits required electronic case disposition information to the Kansas Bureau of Investigation (KBI) and coordinates with internal departments and authorized external justice partners to resolve rejects, correct errors, and confirm successful reporting.
  
• Processes Kansas Open Records Act (KORA) requests per law and City procedures, including intake and tracking, record search coordination, preparation of responsive records, required redactions, and timely communications while maintaining confidentiality, records retention, and data security requirements.
  

Qualifications

Experience: One year of experience in customer service, confidential records handling, and/or administrative data entry in a public-facing environment is required. Experience in a municipal court or criminal justice setting, experience supporting KORA requests, and/or experience with live-scan/fingerprinting and justice information reporting is preferred.

Education: High school diploma or equivalent is required. College-level coursework in criminal justice, records management, data processing, public administration, or a related field is preferred. Additional relevant experience may substitute for education.

Licenses & Certifications: None required. Ability to obtain and maintain required system access and complete applicable security training (including CJIS-related requirements if applicable to assigned systems) may be required based on operational needs.