Office Support Clerk - Probate Court

Oakland County•Pontiac, MI

6d•$37,067 - $50,166•Onsite

About The Position

Oakland County is seeking an organized and customer-focused professional to join the Probate Court as an Office Support Clerk. This onsite position plays an important role in supporting daily office operations, assisting customers via phone and in person, and maintaining accurate records using the E-Filing system and other software. The ideal candidate enjoys administrative work, has good attention to detail, and thrives in a collaborative environment. This role offers the opportunity to make a direct impact by supporting essential services, build valuable skills, and gain experience with various software systems and business processes.

Requirements

High school graduate or certificate of successful completion of the GED Test.
At least six (6) months of full-time clerical work experience.
Ability to communicate to accurately convey information, using tact and diplomacy.

Nice To Haves

Coursework, training, and/or experience in office support methods and technology.
Ability to communicate with the public in a clear, polite, and courteous manner.
Reasonable knowledge of grammar, spelling, punctuation, and arithmetic.
Reasonable ability to follow oral and written instructions.
Reasonable ability to write legibly.
Reasonable skill and ability in operating a variety of office machines such as photo copiers, computer printers, and fax machines.
Reasonable ability to make routine decisions in accordance with departmental policies and procedures.
Reasonable ability to utilize current word processing, spreadsheet, database, e-mail, and Internet software.

Responsibilities

Serve as the first point of contact via phone or in person, providing professional reception and customer service with tact, diplomacy, and strong communication skills.
Utilize the E-Filing system, Microsoft Office, and department-specific software to support daily operations and complete administrative tasks.
Search, retrieve, enter, and maintain records with a high degree of accuracy and attention to detail.
Review documents in the E-File system and at the counter to identify errors, omissions, or discrepancies, and direct customers to make necessary corrections.
Prepare formatted documents for upload or scanning, and prepare memos, labels, and envelopes.
Assist with office processes to ensure information is organized, accurate, and accessible.
Apply sound judgment in handling routine and non-routine situations and take appropriate corrective action when needed.
Greet, register, and assist clients and the public in filling out forms, questionnaires, and applications.
Refer clients and forward messages to the proper parties.
Respond to various inquiries by phone, email, and in person, using knowledge of the computer system and paper files to research and retrieve information.
Confer with division personnel as needed to provide complete responses.
Compose and type general letters and memoranda from rough drafts or general instructions, involving data assembly from computer and paper file sources.
Input text and data into computer database forms using correct printed source documents or scanned bar code information.
Review information for accuracy and correct as required.
Provide in-depth information about programs and services available through the department, referring as needed to updated reference documents and fee listings.
Scan and use bar code information to locate and track documents on the computer.
Schedule appointments or interviews by consulting a computer system or paper list, time schedule, or other record, or by contacting the appropriate parties.
Keep an updated copy of reference listings of personnel and services available for referral.
Review fee listings, time/date/location schedules, and facility available listings to obtain information for citizens or employees.
Address various forms, envelopes, packages, etc., using a personal computer and printer.
Sort, open, and distribute in-coming mail and departmental materials.
File various reports, documents, correspondence, etc., following standardized office procedures.
Operate various office machines such as fax, computer printers, duplicating equipment, and typewriters.
Utilize current Countywide and/or department specific software to complete assignments.
May orient new personnel.