Unit Clerical Assistant – Circuit Court / Juvenile Division - Part-Time

Ingham County•Lansing, MI

1d•Onsite

About The Position

Under the supervision of a manager in the Juvenile Division, the Unit Clerical Assistant performs specialized clerical, administrative, financial, case-processing, scheduling, records-management, and operational support for general court operations and the Juvenile Division’s Child Care Fund (CCF)-eligible programs and services. Assignments may support areas such as Intake, Services, Programs, Intensive Neglect Services, Clinical Mental Health, and Specialty Courts. As a member of the Juvenile Division Administrative Support Team, the position supports managers, Attorney Referees, Juvenile Court Officers, clinical staff, data systems coordinators, and other personnel, contributing to continuity of operations and service delivery. The role requires knowledge of court procedures, legal documentation, case-processing workflows, departmental policies, and applicable CCF, statutory, confidentiality, and local administrative order requirements. Duties include preparing and processing legal documents and financial transactions; coordinating scheduling and administrative activities; maintaining records and document-management systems; collecting and reporting information; supporting court and program operations; and processing confidential court, criminal justice, program, and client information. The position routinely uses court, client, document, and financial management systems and coordinates with court personnel, attorneys, service providers, schools, governmental agencies, and other partners. Functions are assigned according to Juvenile Division operational needs and may vary by department, program, or operational area. The position may provide reception coverage, support financial and case-management activities, coordinate court calendars and attorney appointments, and assist with quality improvement, data coordination, system implementations, workgroups, and special projects. The employee is expected to attend assigned training and meetings and to demonstrate flexibility, composure under pressure, organization, attention to detail, communication skills, and respectful collaboration.

Requirements

High school graduation or equivalent.
Two years of clerical experience, including experience with data-processing systems.
Ability to access court files and electronic systems.
Ability to lift and carry items weighing up to 50 pounds.
Ability to enter and retrieve information from a computer and operate a PC or laptop.
Ability to operate a copy machine, fax machine, and other office equipment.
Ability to communicate and respond to inquiries in person and by phone.
Ability to manage varying and often high levels of stress and navigate shifting priorities, time constraints, and deadlines.
Organizational skills and strong attention to detail.
Strong written and interpersonal communication skills.
Ability to work respectfully and collaboratively with others.

Nice To Haves

Advanced coursework in data or word processing, legal clerical work, or related areas.
Clerical experience in a legal setting.

Responsibilities

Provide clerical, administrative, operational, and case-processing support for general court operations and Juvenile Division programs, including CCF-eligible services and specialty courts.
Prepare, review, process, route, and maintain legal documents, court forms, reports, notices, correspondence, and other records in accordance with applicable procedures and requirements.
Maintain, retrieve, verify, scan, index, import, archive, process, and dispose of electronic and physical records, including retention, expungement, archival, and disposition activities.
Initiate, update, track, and maintain cases, parties, events, assignments, dispositions, and related information in court, client, and document-management systems.
Process case activity, court actions, filings, abstracts, reporting requirements, and records associated with juvenile cases, programs, and proceedings.
Collect, organize, enter, verify, maintain, and report information supporting court operations, program administration, CCF requirements, reimbursements, audits, compliance reviews, data quality, and performance reporting.
Coordinate court scheduling and calendar management, including hearings, preliminary hearings, attorney on-call schedules, interpreter coordination, docket maintenance, conflict resolution, calendar updates, and related communications.
Coordinate attorney appointments and case-processing activities, including appointment orders, conflict checks, notifications, and coordination with attorneys and justice-system partners.
Respond to inquiries from youth, families, attorneys, service providers, schools, law enforcement, court personnel, and the public about court procedures, case-processing requirements, services, and program operations.
Provide reception and front-counter coverage as assigned.
Process receipting, collections, payment-related transactions, financial records, tax garnishment or intercept documentation, and other assigned financial activities.
Support mail distribution, courier services, inventory and supplies, testing materials, equipment coordination, and other administrative operations.
Support monitoring, tracking, compliance, verification, and case-management activities related to court orders, supervision, placement assessments, relative placement reviews, safety screening, Interstate Compact matters, electronic monitoring, and program participation.
Access, verify, maintain, and disseminate confidential information through authorized databases, systems, and records repositories in accordance with applicable laws, rules, policies, and access protocols.
Conduct information verification and coordinate authorized information sharing with courts, attorneys, law enforcement, schools, providers, MDHHS, state agencies, and other partners.
Provide cross-training, backup coverage, operational support, and assistance with special projects as part of the Administrative Support Team.
Participate in workflow development, procedural reviews, quality-improvement initiatives, data coordination, system implementations, multidisciplinary workgroups, and other operational projects.
Perform other duties as assigned.
Serve as a commissioned Notary Public, authorized to administer oaths, witness signatures, and certify legal documents in accordance with state law.
Serve as a deputy of the County Clerk, accepting legal filings, processing official documents, and supporting public-record maintenance.
Maintain LEIN certification and handle confidential criminal justice information in accordance with federal and state confidentiality standards.
Attend trainings and meetings as assigned by the County, Court, or Juvenile Division.