Essential Functions
1. Opens and closes juvenile delinquencies, designated juvenile offenses, juvenile guardianships, child protective proceedings, personal protection actions brought under the Juvenile Code, voluntary foster care, and other types of cases that are before the Circuit Court. Accurately records party, attorney, and other case information. Creates, intakes, revises, destroys, transmits, and maintains records of Circuit Court cases consisting of the case history (known as the register of actions) and case file operating electronic case management solutions, electronic document management solutions (including workflow), electronic filing solutions, and other systems. Record mediums include but are not limited to paper and electronic. Takes necessary actions to progress cases within established timelines. Maintains legacy case histories and files.
2. Serves as courtroom clerk and attends pretrials, bench trials, jury trials, dispositional reviews, permanency planning hearings, show cause hearings, guardianship hearings, motion hearings, parental rights termination hearings, specialty court hearings, and other matters as assigned. Records court actions and disseminates them to stakeholders as needed. Creates summons, subpoenas, orders, orders of disposition, orders of adjudication, notices, proofs, bench warrants, reports of jurist and other necessary documents as a result of or to drive court action. Draws and swears in juries for trial, keeps records on panels for payment, strikes empaneled jurors and swears in alternates, takes and records jury verdicts, and provides related assistance to the Court
3. Researches, analyzes, reviews, and prepares orders, reports, and bench memoranda regarding cases within area of responsibility. Monitors status of Circuit Court cases that have gone to the Michigan Court of Appeals or Michigan Supreme Court on appeal and advises the Circuit Court accordingly. Disseminates information regarding changes in law, court rule, and case law to stakeholders. Based on research, develops alternative courses of action that the Court may pursue and communicates those options and recommendations directly to the Court, other employees, and/or the public.
4. 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.
5. Schedules judicial hearings and other events, issues summons, notices, and other documents to affected parties in coordination with Judicial Offices, Referees, and other officials.
6. Assesses and determines the acceptability of new filings and the accessibility to and release of records in the custody of the Circuit Court Clerk, including records of a highly confidential or sensitive nature7. Issues Letters of Authority in Juvenile Guardianship matters after careful review of case history and case file, including confirmation of acceptance on file from guardian. Communicates with appointed guardians to ensure the filing of correct forms, annual reports, and other documents. Schedules annual review hearings.
7. Reviews case files to locate active bench warrants and/or apprehension orders and cross-references them against Law Enforcement Information Network (“LEIN”) data and case histories. Ensures bench warrant arraignments are held and removals/recalls of warrants/orders to apprehend are entered. Relays information to Database Coordinator to ensure removal of LEIN process is completed
8. Performs court clerk functions as they relate to Circuit Court Family Division specialty court programs, including Phoenix Court, Drug Court, and others as implemented by the Court. This includes reviewing cases and records for accuracy and completeness, advising the Court of same, preparing special orders or reassignments to accomplish goals set out by the specialty court, among other duties as assigned.
9. Assists and provides information to Judges, attorneys, pro per parties, caseworkers, employees, and outside entities by multiple methods, including but limited to in-person, the counter, over the phone, facsimile, email, and mail.
10. Monitors progression of cases to ensure the Court does not exceed day counting guidelines assigned by the State Court Administrator’s Office (SCAO), and advises Judges, their staffs, supervisors, and non-Court entities accordingly. Gathers, maintains, and reports statistical information for preparation of quarterly and year-end reports submitted to SCAO. Runs and audits case age, active FID/children, and permanency indicator reports for cases within area of responsibility.
11. Performs the more complex functions of the office, including data entry. Investigates and corrects complex errors, including researching issues, engages in problem solving, and communicates with internal and external stakeholders. Coordinates expedient processing of urgent matters such as ex parte motions or emergency motions, so that appropriate Court action can be taken and subsequent decisions disseminated to parties, attorneys, caseworkers, and other stakeholders.
12. Performs record checks requiring use of computer system to obtain information and locate legal files. Ensures information is released only as provided by court rules, statutes, policies, and office procedures/practices.
13. 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.
14. 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
15. 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
16. Coordinates the publication of notices in newspapers and with other publishers. Tasks include but are not limited to communicating with Judges and Judicial Offices, researching qualifying publishers nationwide and communicating essential information accordingly, coordinating payment, and filing affidavits of publication
17. Performs a variety of related general office functions including but is not limited to typing, copying, 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
18. Performs duties of the Deputy Juvenile Register/Adoptions as assigned
