Deputy Clerk II

County of St. Clair • St. Clair County Courthouse, MI

1d • Onsite

About The Position

The Deputy Clerk II performs a variety of complex clerical duties according to established policies and procedures. This role involves providing counter assistance, issuing various records, answering inquiries, preparing and processing documents, and supporting election processes. The position requires a strong understanding of office procedures, legal documentation, and customer service.

Requirements

• Deputized and approved in accordance with MCL 50.63.
• Graduation from an accredited high school (GED acceptable).
• Supplemented by technical training, college coursework and/or certification in a business, legal or office administration field.
• Verifiable equivalent professional work experience in a business, legal or office administration field may substitute for education.
• One to three years of responsible professional level work experience in a court, legal, or other setting deemed acceptable.
• Proven customer service work experience.
• Writing, reading, mathematical principles.
• Proficient computer skills-Microsoft Office Suite, Outlook.
• Exercise sound judgment and decision making in accordance with policies and procedures.
• Ability to research and problem solve independently.
• Ability to prioritize and time manage.
• Handle stressful situations.
• Support the County's mission and values.
• Ability to think critically where necessary.
• Knowledge or understanding of basic administrative tasks: operate standard office equipment; document management; prepare and maintain records, various correspondences and reports; answer general inquiries and refer as necessary; answer telephone calls, process mail, order supplies/equipment; prepare meeting agendas, attend meetings, record/transcribe/distribute minutes; entering, transcribing, recording, storing or maintaining information in written or electronic form with speed and accuracy; maintain calendars, arrange meetings, schedule rooms and equipment as necessary.
• Ability to communicate effectively and efficiently with management, co-workers and clients.
• Obtain and communicate accurate information.
• Apply common sense understanding to complex instructions and respond accordingly.
• Communicate complex ideas through graphs, charts, presentations, reports or other professional correspondence.
• Ability to demonstrate predictable, reliable, and timely attendance.
• Ability to read, write & communicate in English; follow written and verbal instruction and understand basic mathematics and figure checking.
• Ability to interpret and apply procedures, rules, technical information, instructions, manuals to complete tasks accurately and on schedule.
• Ability to learn from directions, observations, and mistakes; and apply procedures using good judgment.
• Ability to use discretion and maintain sensitive and confidential information.
• Ability to work independently or part of a team.
• Ability to interact appropriately with others such as County officials, employees, vendors and the general public.
• Ability to work under supervision, receiving instructions/feedback, coaching/counseling and/or action/discipline.
• Adaptability to change in the work environment, managing competing demands and ability to deal with frequent changes, delays or unexpected events.
• Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Proficient skills using Microsoft Office programs including, but not limited to: Word, Excel, Access, and Outlook required.
• Possess a valid State of Michigan Operator’s License and maintain eligibility to drive as per the County’s vehicle policy throughout employment in this position.
• Employees in this class will be required to take an "Oath of Office".

Nice To Haves

• Associate’s degree preferred.
• Proficiency may be tested.

Responsibilities

• Provides counter assistance, issuing copies of vital records such as birth, marriage and death certificates, concealed weapons permits, DBA's, and other records.
• Explains the procedures of the Clerk's/Register of Deed’s office and laws governing each type of record.
• Answers telephone calls and responds to inquiries related to the processing of vital records and other functions of the office.
• Directs callers to the proper office or individual.
• May serve as senior worker for vital record management, assisting with training and answering questions regarding operational or procedural matters.
• Prepares and processes various documents such as concealed weapons permit applications, assumed names, co-partnerships, and real estate recordings.
• Checks documents for proper completion, adherence to state requirements, and prepares the final record.
• Backs up other staff in the indexing and recording of instruments.
• Assists the Election Manager with all aspects of the election process when needed.
• Issues marriage licenses by checking residency, reviewing applications, accepting fees, and preparing licenses.
• Processes birth certificates by reviewing for completeness, making copies, and filing.
• Receives and reviews death records from funeral directors for proper completion, makes copies, processes, and forwards to the Health Department.
• Enters information from DBA's and office records into the computer and retrieves information to respond to inquiries.
• Proofreads computer-indexed information.
• Responds to requests for vital records from people doing genealogical research and supplies requested information.
• Performs other support tasks such as typing forms for elections, preparing certified copies of records, and assisting with mailings.
• Provides lists of marriage licenses issued to local newspapers.
• Assists genealogists with genealogy searches.
• Maintains and understands the processing and execution of civil, criminal, and domestic dockets.
• May act as a cashier, accepting payments, court filings, or applications, entering payment information, and balancing the cash drawer.
• Receives, distributes, and files documents and other records.
• Processes customer requests and applications for various records and filings.
• Confers with and provides information to staff, judges, attorneys, or the public.
• Operates bar code labeler and scanner.
• May receive and process telephone and online credit card payments.
• Processes mail requests and filings.
• Responds to inquiries in person, via telephone, email, and online.
• Assists other Deputy Clerks in the performance of their duties.
• Performs complex data entry into all systems used within the County Clerk’s/Register of Deed’s office.
• Operates a computer terminal to record case documents and pertinent case information in the case management system.
• Indexes court documents, generates forms, correspondence, and legal documents, files papers, collects fees, and ensures case scheduling and service of process.
• Opens, enters, and processes a variety of criminal and civil matters.
• May serve as Court Clerk for the courtroom and enter court activity.
• Schedules court proceedings and hearings and enters the outcome into the computer.
• Reviews court files to determine readiness for hearings, trials, dismissals, and other court proceedings.
• Proofreads birth and death certificates before mailing to the State.
• Processes Vital Records inclusive of state reporting and billing.
• May manage, maintain, and oversee all aspects of civil, domestic, or criminal dockets.
• Responsible for proper work flow related to a particular docket.
• Exhibits familiarity with State of Michigan real estate recording requirements.
• Explains the structure and workings of the Official Public Record as it pertains to the Register of Deed’s office.
• Records real estate documents in accordance with State of Michigan requirements.
• Researches the public record to supply customers with documents and information.
• Effectively uses all software products used in the Register of Deed’s office.
• Executes the recording process for real estate documents.

Benefits

• The statements contained in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not to be construed as an exhaustive list of all job requirements or duties performed. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED