Under the supervision of the Clerical Services Supervisor – Circuit Court, performs a variety of Circuit Court Clerk’s Office functions related to the processing of Circuit Court cases. Assists attorneys, parties, and others by providing counter assistance and responding to telephone inquiries. Opens Circuit Court cases, enters information to the computer. Assesses acceptability and receives court record filings. Receipts costs, fines, and fees. Conducts court record image management. Issues Out of State Subpoenas. Opens and processes mail.
Essential Functions
1. Responds to inquiries at the counters, on the telephone, by email, or by facsimile, and other communication mediums. Provides information on court procedures, researches case activity for internal and external stakeholders, and directs people to the proper locations.
2. Opens and closes criminal, civil, domestic relations, PPO, and other types of cases that are before the Circuit Court. Records party, attorney, and other case information. Creates, intakes, revises, destroys, transmits, and maintains records of Circuit Court cases consisting of the case history and case file operating electronic case management solutions, electronic document management solutions, electronic filing solutions, and other systems. Record mediums include but are not limited to paper and electronic. Maintains legacy case histories and files.
3. Programs costs, fines, and fees into case management solution and receipts them by various payment methods, including but not limited to cash, check, money order, credit/debit card, and electronic funds transfer.
4. Assesses and determines the acceptability of new filings and the accessibility to and release of records in the custody of the Circuit Court Clerk.
5. Performs data entry. Investigates and corrects errors. Coordinates expedient processing of urgent matters such as emergency motions.
6. Conducts record searches and compiles and releases data from records in response to inquiries. Regularly reviews data inputs and reports of others to resolve discrepancies or errors and communicates with the appropriate agencies to correct records.
7. Processes incoming and outgoing changes of venues, case transfers, and removals to other courts. Prepares and sends court records or copies thereof to other courts. Compares case history and docket entries with the pleadings and other filings to ensure a complete and accurate file.
8. Reviews and verifies the accuracy of Circuit Court records, and transmits said records to the Michigan Court of Appeals and Michigan Supreme Court for appellate review. Transmits records or copies thereof by means requested by the appellate court, including operating electronic file management solutions.
9. Upon deputization by the Ingham County Clerk, prepares and issues conformed copies, true copies, certified copies, and attested copies of court records after careful review of original record. Prepares and issues copies of court records and other documents.
10. Assesses requests to place litigants into default. Enters defaults or rejects default requests as appropriate
11. Leads training of new or current employees in all duties, including explaining procedures or providing guidance to employees in other divisions, offices, or judicial offices. Adapts trainings and creates/revises training documents/manuals to remain in alignment with changing laws, court rules, and policies.
12. Performs a variety of related general office functions including but is not limited to typing, copying, scanning, faxing, filing, inventorying, indexing, sorting, taking and delivering messages, answering phones or switchboard, and picking up and transporting materials. Processes incoming or outgoing mail and packages from/to postal service, State of Michigan interdepartmental mail, Ingham County courier, drop boxes, or other delivery services. Prepares mailings for transmission.
13. Creates orders, notices, proofs, and other necessary documents Converts, edits, deletes, and creates images, such as electronic court records, using approved computer software, to align case history and case file with approved case record management practices
14. Assesses requests for Out of State Subpoenas under the Uniform Interstate and Discovery Act. Assessment requires review of foreign subpoena and associated forms and paperwork. If appropriate, issues subpoena under the authority of the Circuit Court Clerk.
Other Functions:
• Performs other duties as assigned.
• Must adhere to confidentiality standards applicable to trial courts
• During a public health emergency, the employee may be required to perform duties similar to but not limited to those in their job description
• Must adhere to departmental standards in regard to confidentiality and other privacy issues.
• Ability to meet deadlines in a timely manner, change focus on projects as needed and multitask.
The above statements are intended to describe the general nature and level of work being performed by people assigned this classification. They are not to be construed as an exhaustive list of all job duties performed by personnel so classified.
Employment Qualifications
Education: An Associate’s Degree in paralegal studies, legal studies, criminal justice or a related field or advanced training such as that acquired in the first two or three years of college/university, technical school, or business school.
Experience: A Minimum of two years of progressively more responsible or expansive experience in a court clerk, court, law firm, or related field is required.
Other Requirements:
Must be able to be commissioned and serve as a Notary Public. Employer would be responsible for cost of acquiring commission, including the surety bond fee.
The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria
Working Conditions
This position works in an indoor environment.
This position is exposed to individuals in crisis. These individuals may suffer from mental or emotional illness, have violent tendencies.
Physical Requirements
- This position requires the ability to sit, stand, walk, twist, bend, stoop/crouch, squat, kneel, lift, carry, push, pull, reach, grasp, handle, pinch, type, endure repetitive movements of the wrists, hands or fingers.
- This position performs medium work requiring the ability to exert between 20-50 pounds of force in the physical requirements above.
- This position requires the ability to communicate and respond to inquiries both in person and over the phone.
(This job requires the ability to perform the essential functions contained in this description. These include, but are not limited to, the requirements listed above. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.)
October 2021
UAW G
