Deputy Court Clerk - County Clerk Legal Division

Livingston County • Howell, MI

5d • Onsite

About The Position

Under the supervision of the Chief Deputy County Clerk Legal Division and Division Supervisor, this position is responsible for assisting the general public and attorneys, accepting court filings, maintaining the processing of court papers, phone and counter reception, record copying, data entry, receipting of filing fees and payments, and retaining and managing stored court files. Assists with the collection and enforcement responsibilities of outstanding receivables and monies owed to the Circuit Court. Performs other duties in support of operations.

Requirements

• High school diploma or GED and two years of progressively more responsible experience in office techniques.
• Certified cash handler (may obtain through this job).
• Notary Public certification.
• LEIN certified.
• Good working knowledge of bookkeeping procedures and practices.
• Ability to acquire a good working knowledge of the principles and practices of civil, criminal, and domestic courts, documentation, and reporting.
• Working knowledge of office procedures, file setup and maintenance, math and bookkeeping principles, and application and administrative support techniques.
• Strong skills in proofreading, performing arithmetic calculations, and maintaining accounts, case files, and records.
• Skills in effectively communicating ideas and concepts orally and in writing.
• Skill in the use of document imaging software and equipment.
• Considerable knowledge of maintaining detailed and accurate records in both electronic and non-electronic formats, retrieving and storing files, and transferring and scanning records to microfilm and CD formats.
• Skill in the use of office equipment and technology, including Microsoft Suite applications and the ability to learn software applications and databases utilized by the court and Clerk's Office.
• Ability to research discrepancies and disputes, handle cash, receipt and posting payments, and maintaining detailed and accurate records.
• Skill in assembling and analyzing data and preparing accurate reports.
• 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, and the public.

Nice To Haves

• The County, at its discretion, may consider an alternative combination of formal education and work experience.

Responsibilities

• Maintains the customer service desk and phone.
• Assists customers with answers relating to court filings, receipting payments, court processes and procedures, looking up old case records, etc.
• Directs calls and takes messages as needed.
• Maintains a variety of court record files including but not limited to transcripts, exhibits, pleadings and documents, dockets same; performs record validation.
• Maintains records in both electronic and non-electronic formats.
• Processes divorce, civil, appeal, license restoration, name change petitions, and personal protection petitions and orders.
• Enters information into database and maintains files.
• Files court pleadings and maintains case files.
• Pulls daily judicial dockets.
• Issues and signs writs of garnishment, defaults, and subpoenas.
• Fulfills customer requests for file copies with certification where applicable.
• Copies and organizes files being sent to Appellate Counsel and sends requested files to Court of Appeals and Supreme Courts.
• Sends requested forms to customers.
• Performs criminal background checks.
• Accepts and receipts payments.
• Prepares and/or sends records of divorce and orders of filiation to the State of Michigan.
• Dockets reports, orders, notices, praecipes and objections.
• Prepares court files for Friend of the Court hearings.
• Delivers files to Friend of the Court office, sets hearing dates, settlement conference dates, and maintains calendar.
• Tracks 7-day orders and 21-day orders to be submitted to the judge for signature unless objection is filed.
• Sends notices of hearing to all parties involved.
• Notarizes documents as needed.
• Prepares files for storage and transfer to microfilm or CD.
• Labels storage boxes, assigns storage space, and identifies destruction dates.
• Maintains files in storage, storage inventory listing, transcript and exhibit inventory, and microfilm roll and CD index including maintaining case management system with microfilm information.
• Proofreads microfilm against files for completeness and quality.
• Manages and maintains all court files sorted in the vault.
• Scans all files leaving and returning to vault.
• Scans and codes documents that are filed at the counter on a daily basis, analyzing them for assignment to proper workflow.
• Reconciles morning cash out and afternoon reconciliations and prepares deposits.
• Performs a variety of other office duties including processing incoming and outgoing mail, copying, and filing.
• Identifies cases with outstanding balances where monies are due, owing, or delinquent.
• Generates report for review and collection activity.
• Investigates current demographic information of the debtor, utilizing a variety of online tools and software to locate needed information such as location, license, social security number and/or incarceration as needed.
• Generates and mails billing and collection statements.
• Receives and initiates communication with debtors or their representative relating to collections.
• Provides direction as to how to access the court to address their concerns and encourages payment.
• Sets up payment plans or wage assignment after discussion of current financial or employment situation.
• Obtains court orders for wage assignment.
• Receipts payments in the case management system.
• Notes balance adjustment if a bond payment is pending.
• Identifies cases for state income tax garnishment and conducts all processes necessary to generate, issue, and submit tax garnishments to the Michigan Department of Treasury.
• Monitors payments for release payments.
• Customizes and makes update to system generated forms.
• Attends training seminars in relation to the collections software.
• Consults with the system providers regarding updates and monitors enhancements.
• Identifies domestic cases where filing fees may be collected.
• Obtains a court order and generates a billing statement.
• Maintains essential case notes in the collection program.
• Performs other duties as directed.

Benefits

• Retirement plan includes a 401a with up to 8% employer contribution
• Comprehensive Medical, Pharmacy, Dental & Vision
• Optional HSA with an employer match
• Optional Voluntary 457 Deferred Compensation plan
• Short-term & Long-term disability & Basic Life & AD&D insurance
• Health & Dependent Flexible Spending Accounts
• Paid vacation, sick days & 13 holidays. Unused vacation and sick time rolls over
• Tuition Reimbursement
• Up to $500 annual Wellness reimbursement & $100 incentive for completing your annual physical & Health Assessment
• Voluntary benefits such as Pet Insurance, Accident, Critical Illness, Hospital & Whole Life policies
• Employee assistance program

What This Job Offers

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