Circuit Court Records Specialist

Oakland County•Pontiac, MI

2d•$47,787 - $64,025•Onsite

About The Position

Oakland County Circuit Court is seeking a dependable and customer-focused Circuit Court Records Specialist to support the daily operations of the Circuit Court. In this role, you'll help ensure the efficient processing of court records, case scheduling, and jury operations while serving as an important resource for attorneys, court staff, jurors, and the public. This is an excellent opportunity for someone who thrives in a professional environment where accuracy, organization, confidentiality, and customer service are essential to supporting the judicial process.

Requirements

Be a high school graduate or have a certificate of successful completion of the General Educational Development Test.
Have three (3) years of full-time clerical experience.
Pass the employment medical, established for this classification.
Successfully complete the six-month probationary period.
Considerable knowledge of Circuit Court rules, laws, practices, internal systems, internal software, and procedures.
Considerable ability to perform legal clerical activities.
Considerable ability to work successfully and tactfully with judges, judicial staff, court personnel, attorneys, general public, and pro se litigants.
Considerable knowledge of modern office practices and procedures, including personal computers and county-standard software applications.
Considerable ability to follow oral and written instructions.
Considerable ability to maintain workflow concentration despite constant interruption.
Reasonable ability to make general decisions in accordance with departmental policies and procedures.
Reasonable ability to utilize current word processing, spreadsheet, database, e-mail and Internet software.

Responsibilities

Schedule civil, criminal, and domestic cases for court proceedings.
Assist attorneys, court staff, jurors, and the public by answering questions in person and by phone regarding court proceedings and schedules, case status, and general court procedures.
Collect case evaluation related fees and coordinate case evaluator assignments.
Collects, compiles, and maintains accurate statistical data related to case assignments, outcomes, and other relevant court metrics. May assist in preparing various daily, monthly, and quarterly reports, as required.
Maintains strict confidentiality of all court records, documents, and case related information, adhering to established court rules and procedures for privacy and security.
Performs duties related to compiling, filing, processing, and maintaining Circuit Court legal documents. Scans and indexes court documents into the court’s case management system.
When assigned to the Jury Office, provides specialized services to clients, attorneys, and the public interacting with the Jury Office.
Assists private attorneys, prosecutors, and citizens by providing information regarding procedures involved in the scheduling, filing, and processing of Circuit Court cases and legal documents.
Examines the legal sufficiency of papers filed such as stipulations and motion praecipes.
Performs a variety of clerical duties, including ordering supplies and reviewing and filing reports for future reference.
Answers telephone calls from attorneys, court staff, pro se litigants, and the public, usually regarding the court process.
Provides efficient and courteous counter assistance, supplying information and assisting attorneys and the public with requests for adjournments and/or court dates.
Reviews periodic reports of cases for future appearance dates.
For case evaluation determines the appropriate number of panels to create in the computer system and adjusts as necessary.
For caseflow verifies that all cases have a next scheduled date or based on the judge’s absences, advises court staff of conflicts to make required adjustments.
Analyzes reports of pending dockets for adjournment and court date trends.
Prepares reports and makes recommendations to enhance docket management.
Receives correspondence from attorneys indicating dates they are unavailable and updates the mainframe.
Accepts and records confidential acceptance/rejection responses and maintains files of all confidential documents.
Following court rule-imposed guidelines, prepares and distributes reports to the judges.
Randomly appoints case evaluators, ensures availability for panel assignments, and enters assignments in the computer system.
Accommodates changes in the assignment of case evaluators as needed and secures substitutes when a conflict arises.
Instructs case evaluators on policies and procedures regarding case evaluation.
Analyzes computer systems and reports to determine status of cases to adjust daily schedule for more efficient use of case evaluator’s time.
Processes orders for dismissal, removal, and adjournment of case evaluation hearing dates.
Processes adjournments for hearing, trial, and other court dates by ensuring signed stipulated orders are obtained and by assigning new dates and assessing fees as necessary.
Processes reassignment of judges to cases by completing necessary forms and notifying parties involved of the change; performs case evaluation scheduling duties and provides related information and assistance.
Processes docket adjustments by evaluating case criteria of a case in which the judge disqualified him/herself and may need to determine a case with similar characteristics to exchange with another judge.
Receives, scans, sorts, and distributes motion praecipes and reports to judges and judicial staff.
Redistributes previously scheduled or incoming motions for Circuit Court Civil/Criminal Division judges who will be absent on a given Motion Day (unless otherwise directed).
Assigns criminal, civil, and domestic court dates for Circuit Court Judges.
Uses a computer to determine the status of each case.
Enters into the computer system the future court date ascertained by reviewing each judge’s court calendar.
Following pre-trial judicial activity notifies the appropriate attorneys and processes related documents.
Analyzes appropriateness and accepts case evaluation fees.
Maintains a cash drawer.
Balance daily cash drawers to register report and prepare daily deposits.
Balance monthly and yearly accounts payable and receivable ledgers to a computer-generated report.
Reviews mail log to verify that monies received via U.S. mail have been posted to the system.
Prepares weekly show cause documentation.
Maintains a computer spreadsheet for cases in which a judgment has been issued.
Reviews, tracks and processes NSF checks and contacts offending attorneys and pro se litigants by mail.
Maintains communication with Corporation Counsel regarding collection efforts.
Research information and gathers data regarding case evaluation processes, fees, fines and costs, court date issues and docket concerns in order to respond to the appropriate coordinator.
Utilizes current Countywide and/or department specific software to complete assignments.
Compiles a list of eligible jury candidates from designated source list and processes Summons/Order to Appear to prospective jurors.
Conducts initial screening of parties requesting, by phone or written communication, excusal from or rescheduling of jury duty. May grant excusal in appropriate situations.
Responsible for preparing the jury assembly room and monitoring activities in the jury assembly room when jurors are present.
Acts as intake clerk for jurors appearing for duty at the Jury Office.
Uses scanning devices and /or enters data into jury office management software program.
May alter work schedule to accommodate early appearance of jurors.
Monitors and records jury attendance and whereabouts using jury office management software program.
Manipulates juror information in a jury office management software program to produce appropriate lists and reports.
Answers both general and specific inquiries by phone or in person, from jurors, Judges, attorneys and the general public regarding Jury Office procedures, some of which may require detailed interpretation of Court Administration policies and procedures.
May review and verify, general reports, and records for accuracy and conformance to Court Administration rules and procedures.
Utilizes current county-wide and/or department specific software to complete assignments.
Generates mediation orders, assembles packets, transmits documents and communicates information to the mediation center and other individuals or offices.
Gives information to the general public, attorneys, parties, court staff and other courts on the process, specific case appointment actions, and general program information.
Populates, maintains, and updates database containing mediator appointment information.
Provides reports as requested.
Works with technical support personnel to resolve technical problems and obtain special assistance with the specialized software applications and systems.
Utilizes current Countywide and/or department specific software to complete assignments.
May assist in new employee training and orientation.
Assists Judicial Court Clerks with data entry and other Clerking duties.