Administrative Aide - Friend of the Court

Livingston County•Howell, MI

2d•Onsite

About The Position

Livingston County is seeking an Administrative Aide for the Friend of the Court office. This role involves performing a variety of secretarial, administrative, and support functions. The position serves as a receptionist, handles procedural and case inquiries, and assists clients with explanations of court orders and related issues. Key responsibilities include processing domestic relations cases, opening and closing files, providing support enforcement assistance, and offering clerical support. The role involves rotating assignments and handling increasingly complex clerical tasks, including initiating domestic cases and managing them through to completion.

Requirements

Associate degree with two years of experience in administrative and clerical support.
Valid Michigan Vehicle Operator's License.
Knowledge of the principles and practices of general office procedures, bookkeeping principles, and ability to learn local, state, and federal laws, rules, and regulations governing the office operations of the Friend of the Court.
Ability to learn the State of Michigan Friend of the Court system, and court procedures and practices.
Knowledge and skill in reviewing documents for accuracy, maintaining accurate electronic records, handing cash, receipting payments, and providing customer service.
Skill in assembling and analyzing data, and preparing comprehensive and accurate reports.
Skill in effectively communicating ideas and concepts orally and in writing.
Demonstrated ability to maintain professional integrity and effectively meet and deal with the public.
Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with County employees, contractors to the County, representatives of other governmental units, professional contacts, elected officials, children and families and the public.
Skill in the use of office equipment and technology, including Microsoft Suite applications, database use and the ability to learn new software programs applicable to the position.
Knowledge of phone etiquette, including transfer, hold, and pull phone calls.
Knowledge of data entry.
Skill in dealing with money and processing payments.

Nice To Haves

A bachelor's degree is preferred.
The court, at its discretion, may consider an alternative combination of formal education and work experience.

Responsibilities

Serves as a receptionist and answers telephone lines at the office of the Friend of the Court, answers inquiries regarding procedural information and case scheduling, determines if the caller's concern should be reduced to writing, and/or directs the call to appropriate individuals.
Answers phones and directs them to their proper caseworker, medical clerk, clerk's office, and/or referee coordinator or secretary.
Researches files to respond to questions from attorneys and clients.
Assists clients with interpreting court orders, responds to and explains medical enforcement issues, answers preliminary questions on issues such as what goes into the computation of income and related issues.
Researches and responds to questions regarding accounts such as arrearages, status of tax intercepts, credits, application of money to account and related issues.
Prepares correspondence explaining account status.
Opens all mail, time stamps correspondence and documents, and determines appropriate routing.
Researches conflicting legal, mailing, and residential addresses of clients and prepares address verifications and/or postal checks for clients with conflicting addresses.
Updates clients' demographics, addresses, telephone numbers, and email addresses from employer responses and address verifications.
Receives and processes payments through the mail and from the counter and posts payments for child support, medical, alimony, and court fees to the computer system.
Posts to accounts in conformance with priorities stated in a court order or mandated by statute.
Completes receipts, credit card transactions, and daily batch sheets, and accounts for all monies received with the chief account clerk.
Researches files for children researching the age of majority and determines appropriateness of support based on court order.
Distributes and records graduation notices from custodial parents and updates computer records.
Prepares new case files which includes determining if parties have a prior case with the office, typing information on case card, processing income withholding order, and verifying ADC certification.
Maintains files over time.
Enters all orders into MiCSES.
Closes or inactivates files when triggered by dismissal reconciliation or conclusion of support obligation.
Ensures that all closing documentation is properly filed, schedules for disposal in accordance with statutory requirements, and moves to closed storage.
Maintains record storage and disposal of closed files.
Prepares statistical reports, which includes collecting data from reports and records, compiling data, cross-checking totals, and typing the report.
Reviews court orders and judgments of divorce, utilizing a judgment checklist to verify completeness, prior to submission for the judge's signature.
Provides secretarial and administrative support to the Friend of the Court and other staff. This includes typing correspondence and reports and maintaining office and project files.
Researches and prepares financial statements for financial institutions on individual cases.
Prepares and mails individual payment histories to clients as requested.
Performs a variety of other tasks such as processing checks through check signer, filing, maintaining and ordering supplies, copying files for transfer to other county and related tasks.
Assists in training other clerks to perform the more complex tasks and assignments required of the position.
Restocks, orders, and maintains supplies, including the shredding of all confidential information.
Performs all other duties as assigned.

Benefits

MERS Retirement Plan
Comprehensive Medical, Pharmacy, Dental & Vision
Optional Voluntary 457 Deferred Compensation plan
Voluntary Short-term & Long-term disability
Employer paid Basic Life & AD&D insurance
Health & Dependent Flexible Spending Accounts
Paid vacation, sick days & holidays
Tuition Reimbursement
Up to $500 annual Wellness reimbursement & $100 incentive for completing your annual physical & Health Assessment
Voluntary benefits such as Accident, Critical Illness, Hospital & Whole Life policies
Employee assistance program