Data Entry Clerk

Our Vision: A community that prioritizes love, compassion, and equity over judgment, shame, and division.

Data Entry Clerk

Salary: $52,000

Kalamazoo Defender is an independent non-profit organization that provides legal representation to the adult indigent population charged with a crime within Kalamazoo County. We take a holistic approach, employing compassionate professionals who work with our clients to identify and address additional needs beyond their legal case. In collaboration with our robust network of area service providers, we aim to connect our clients to relevant support services.   

We fight for justice in the courts, care in the community, and dignity in the world. Our mission is rooted in the conviction that poverty and various forms of discrimination put our clients on inequitable footing within and beyond our criminal justice system. Our job is to be their zealous defender in the face of these systemic barriers, fighting for them in court, organizing care for them in our community, and advocating for their inherent dignity in the broader world.

THE JOB:

Kalamazoo Defender seeks a full-time Data Entry Clerk, reporting to the Lead Paralegal, to provide essential case-data and electronic records support to our multidisciplinary defense team. Data Entry Clerks help ensure that attorneys, paralegals, and other staff have accurate, timely, and reliable case information to support effective representation of our clients.

Data Entry Clerks are responsible for entering and maintaining court and case information, reviewing source documents for accuracy and completeness, managing electronic case records, and helping maintain the overall quality and integrity of information in our case management system. This is a high-volume role that includes significant routine and repetitive work and requires sustained attention to detail, consistency, organization, and follow-through. Because this is a new team at Kalamazoo Defender, some workflows and responsibilities may continue to evolve as the team becomes established and integrated into the organization.

The ideal candidate is dependable, diligent, detail-oriented, and comfortable working with technology and large amounts of information. They understand that small details can have meaningful consequences, take pride in producing accurate and complete work, and are able to maintain focus and quality over time. Strong judgment, accountability, adaptability, communication, and the ability to work both independently and collaboratively are essential.

RESPONSIBILITIES:

• Accurately and promptly enter court cases, appearances, notices, hearing information, and other required case data into Kalamazoo Defender’s case management system within established timeframes.
• Review source documents and electronic records to confirm case numbers, names, attorney assignments, hearing details, dates, case status, and other required information.
• Verify completed entries for accuracy, completeness, and consistency, and promptly correct identified errors.
• Open, update, and close cases and accurately maintain case statuses and other required information within the case management system.
• Upload, organize, maintain, and retrieve documents within electronic case files according to established procedures, naming conventions, and quality-control standards.
• Provide routine client notifications through the case management system, including SMS notifications, as assigned.
• Process a high volume of recurring work while maintaining consistent attention, accuracy, quality, and productivity.
• Identify missing, unclear, conflicting, or potentially inaccurate information and seek appropriate clarification or guidance from the Lead Paralegal or designee.
• Maintain organized records of completed and pending work and assist with routine audits, database cleanup, data reconciliation, and other quality-control efforts.
• Follow established data-entry and electronic file-management procedures while communicating recurring issues, inefficiencies, or opportunities to strengthen shared workflows and processes.
• Collaborate effectively with attorneys, paralegals, investigators, mitigation specialists, client navigators, reception staff, and other members of the multidisciplinary defense team to support holistic, client-centered representation.
• Maintain strict confidentiality of client, case, court, and other sensitive information.
• Perform any other duties as assigned, contributing to the overall effectiveness and success of the defense team.

QUALIFICATIONS:

Required:

• Strong commitment to Kalamazoo Defender’s mission and values.
• Exceptional attention to detail and commitment to accuracy, including the ability to recognize discrepancies, carefully check work, and understand the potential impact of errors.
• Ability to maintain focus, consistency, and quality while performing high-volume, repetitive, or routine work for extended periods.
• Strong organizational and time-management skills with dependable follow-through and the ability to manage a steady workload and meet deadlines.
• Ability to follow written procedures and established workflows consistently while exercising sound judgment and recognizing when clarification or guidance is needed.
• Proficiency in keyboarding, Microsoft Office, and other basic office technologies, with comfort learning and working with new software, systems, and technology tools.
• Strong verbal and written communication skills.
• Ability to work effectively with individuals from diverse backgrounds.
• Ability to prioritize work tasks while working both collaboratively and independently.
• Adaptability and comfort working within a new and evolving role, including a willingness to ask questions, learn from experience, and adjust as team workflows and responsibilities develop.
• Commitment to cultural awareness, maintaining professionalism, ensuring confidentiality, and acting with compassion and integrity.
• A degree is not required; relevant experience, skills, and demonstrated ability to perform the responsibilities of the role will be considered.

Preferred:

• Prior experience in data entry, records management, clerical or administrative support, legal support, court operations, or other detail-intensive work.
• Experience working with databases, electronic records, case-management systems, or similar technology.
• Experience processing or managing high volumes of information while maintaining accuracy and meeting deadlines.
• Experience in a legal, court, nonprofit, government, or other professional environment involving confidential information.
• Familiarity with criminal court procedures, terminology, or documentation.

BENEFITS:

• Health care coverage including medical, dental, and vision, with employee premiums covered 100%.
• Life insurance and short- and long-term disability coverage, with optional supplemental benefits including voluntary life, accident, hospital indemnity, and critical illness insurance.
• Retirement program offering both 403(b) and Roth options with employer match of 5 times employee contributions up to 5%.
• Five weeks of paid time off (pro-rated for start date), paid holiday closures, and additional paid parental leave program.
• Robust Employee Assistance Program (EAP) and Health Advocate services, available to all household members.
• Optional Flexible Spending Accounts (FSA) and Dependent Care Flexible Spending Accounts (DCFSA).
• Health Savings Account (HSA) available with eligible high-deductible health plan.
• Kalamazoo Defender is a Michigan Tri-Share participating Qualifying employees may be eligible for childcare assistance, with costs shared between the employee, the employer, and the state.
• An opportunity to work with like-minded, mission-driven individuals in a dynamic and innovative holistic legal program, backed by a county capable of maximizing Kalamazoo Defender's mission.

NON-DISCRIMINATIONPOLICY:

Kalamazoo Defender is committed to fostering an inclusive, respectful, and supportive environment for all individuals. We uphold a policy of equal opportunity and prohibit discrimination in any form against employees, employee applicants, directors, board members, interns, clients, volunteers, vendors, or any other individuals associated with our organization.

We prohibit discrimination based on race, including hairstyles associated with race such as braids, locs, twists, afros, cornrows, Bantu knots, etc., sex, gender identity, gender expression, sexual orientation, religion, including clothing associated with religion such as hijabs, turbans, etc., national origin (ancestry), citizenship status, age, height, weight, pregnancy, ability, socio-economic background or circumstances, military or veteran status, marital or partnership status, genetic predisposition, carrier status, or body art, including piercings and tattoos.

We are committed to maintaining a workplace and environment free from discrimination, harassment, and retaliation, and will comply with and aim to surpass antidiscrimination policies set forth by local, state, and federal laws protecting against such actions.

Kalamazoo Defender values diversity and strives to create an environment where all individuals feel valued, respected, and empowered to bring their unique perspectives, experiences, and full authentic selves into the space.

HOW TO APPLY:

Kalamazoo Defender is an equal opportunity employer and encourages applicants from all backgrounds to apply. Please submit your resume, cover letter, and three references.

If you require reasonable accommodation to complete a job application, pre-employment testing, a job interview, or to otherwise participate in the hiring process, please contact the HR Department directly.

Email:                       jobs@kalamazoodefender.org

Phone:                      269-250-5000

Address:                  151 S. Rose Street, Ste 200
                                     Kalamazoo, MI 49007