CLASSIFICATION DETAILS
DEPARTMENT: County Clerk
HIRING AUTHORITY: County Clerk/Register of Deeds
FLSA STATUS: Non-exempt
EMPLOYMENT RELATIONSHIP: Just cause subject to probationary period
CURRENT HOURS AND STARTING TIME: Full-time (37.5 hours per week) position. The starting time for this position is currently 8:00 a.m.
JOB SUMMARY:
Under direction, works directly with judges, attorneys, probation officers, Friend of the Court, and the public. The classification may be assigned to multiple courtrooms or a single courtroom.
When assigned to a courtroom, prepares judge's daily docket; administers the docket in the courtroom; enters the results of hearings into the court's computerized case management system. When assigned to the general Court Section, performs the duties of Senior Office Assistant such as processing documents received from counter customers, electronic customers, mail and fax filers.
As the official record keeper of all Court events and rulings, receives, processes and maintains documents filed in accordance with Michigan Court Rules; creates an accurate register of actions of all events relied upon by various local, state and federal governmental agencies such as the Michigan Department of Corrections, Michigan State Police, Macomb County Prosecuting Attorney, Macomb County Sheriff, and Friend of the Court. Performs related duties as assigned.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
Receives, reviews, posts, processes, certifies, and forwards legal pleadings, documents and correspondence from attorneys, unrepresented parties, and other departments ensuring compliance with court rules and procedures.
Organizes and maintains paper and electronic records and files of court proceedings.
Prepares judge's weekly docket by gathering and preparing files and flagging the docket in advance with relevant codes.
Checks all parties into cases on the docket, manages the flow of cases called and ensures the efficient operation of the courtroom.
Administers oaths to witnesses and foreign language translators.
Provides judge and attorneys with juror lists and jury box seating charts; draws and swears in jurors.
Enters the results of hearings into the court's computerized case management system using both memorized codes and free text; processes documents filed in the courtroom; schedules subsequent court events by coordinating the schedules of the court, parties and attorneys.
Translates judge's oral orders into writing for unrepresented litigants, reviews orders drafted by attorneys for consistency with the judge's rulings, and enters orders into the court case management system.
Acts on the behalf of the judge when copying true orders.
Responds to inquiries from the public regarding court proceedings, appearances, hearing dates, adjournments, outstanding warrants and other related court matters.
Obtains and maintains a Michigan driver's license prior to date of hire.
QUALIFICATIONS
Required Education and Experience
- Possession of a high school diploma or certificate of successful completion of the General Educational Development (GED) Test
- A minimum of two (2) years of related work experience processing civil, criminal and/or domestic cases in a court or legal setting
- Michigan Law Enforcement Information Network (LEIN) certification within four (4) months of employment
Required Licenses or Certifications
- Possession of a valid Michigan driver’s license, operable automobile and insurance
Preferred Education and Experience
- Civil, criminal and/or domestic case processing experience in a court setting
- Experience with CourtView, OnBase, Microsoft Word and Excel, and Google G Suite
- Post-secondary degree or certificate in a law-related field
COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES
Knowledge of:
- Organizational skills necessary to effectively plan and execute case processing
- Modern office procedures and methods
- Court terminology, court records, documents, and procedures
- Various and specialty designated data processing/computer systems and applications for office administration across many departments in the County
- General clerical/administrative support and secretarial processes common to office administration
- Manual and electronic filing and record keeping procedures and retention schedules
- A variety of programs eligibility, enrollment and verification policies and practices
Skill in:
- Interpersonal skills necessary to develop and maintain effective and appropriate working relationships with staff and the public
- Providing customer service to internal and external customers via phone, email and in person
- Performing a variety of duties, often changing from one task to another of a different nature
- Performing somewhat complex mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
- Organization and time management
- Operating personal computers with current versions of office efficiency software and applications
- Performing data entry to multiple types of database applications for registration, enrollment, service provision, billing, inventory and statistical review and reporting
- Assigning, prioritizing, monitoring, and reviewing work assignments
Ability to:
- Provide excellent customer service to both internal and external customers with tact and courtesy
- Effectively speak, write and understand the English language
- Speak and understand a language other than English is preferred
- Courteously respond to concerns of citizens, attorneys and employees while simultaneously handling multiple duties and managing disruptions
- Understand and carry out oral and written directions
- Meet schedules and deadlines of the work
- Accurately organize and maintain paper documents and electronic files
- Work independently
- Maintain the confidentiality of information and professional boundaries
- Lead and train staff and coworkers
- Learn new policies, practices and procedures
- Read and understand laws, rulings and other published guidance
- Handle, process and account for large sums of cash/money
- Understand and follow complex registration, eligibility and enrollment guidelines
