Deputy Circuit Court Clerk

Job Title

Applications are accepted until there are sufficient numbers of qualified applications or qualified candidate has been identified. The position could possibly close at any time.

Under the supervision of the Clerical Services Supervisor Circuit Court, performs a variety of Circuit Court Clerk's Office functions related to the processing of Circuit Court cases. Assists attorneys, parties, and others by providing counter assistance and responding to telephone inquiries. Opens Circuit Court cases, enters information to the computer. Assesses acceptability and receives court record filings. Receipts costs, fines, and fees. Conducts court record image management. Issues Out of State Subpoenas. Opens and processes mail.

Essential Functions

Responds to inquiries at the counters, on the telephone, by email, or by facsimile, and other communication mediums. Provides information on court procedures, researches case activity for internal and external stakeholders, and directs people to the proper locations.

Opens and closes criminal, civil, domestic relations, PPO, and other types of cases that are before the Circuit Court. Records party, attorney, and other case information. Creates, intakes, revises, destroys, transmits, and maintains records of Circuit Court cases consisting of the case history (known as the register of actions) and case file operating electronic case management solutions, electronic document management solutions (including workflow), electronic filing solutions, and other systems. Record mediums include but are not limited to paper and electronic. Maintains legacy case histories and files.

Programs costs, fines, and fees into case management solution and receipts them by various payment methods, including but not limited to cash, check, money order, credit / debit card, and electronic funds transfer.

Assesses and determines the acceptability of new filings and the accessibility to and release of records in the custody of the Circuit Court Clerk, including records of a highly confidential or sensitive nature.

Performs data entry, where accuracy is essential. Investigates and corrects errors, including researching issues, engages in problem solving, and communicates with internal and external stakeholders. Coordinates expedient processing of urgent matters such as emergency motions, motions for temporary restraining orders, motions for ex parte relief, and petitions for personal protection orders.

Conducts record searches and compiles and releases data from records in response to inquiries. Regularly reviews data inputs and reports of others to resolve discrepancies or errors and communicates with the appropriate agencies to correct records, including but not limited to validations of Law Enforcement Information Network data.

Processes incoming and outgoing changes of venues, case transfers, and removals to other courts. Prepares and sends court records or copies thereof to other courts utilizing various methods of transit, including operating electronic record transfer system as deployed by other courts. Compares case history and docket entries with the pleadings and other filings to ensure a complete and accurate file.

Reviews and verifies the accuracy of Circuit Court records, and transmits said records to the Michigan Court of Appeals and Michigan Supreme Court for appellate review. Transmits records or copies thereof by means requested by the appellate court, including operating electronic file management solutions.

Upon deputization by the Ingham County Clerk, prepares and issues conformed copies, true copies, certified copies, and attested copies of court records after careful review of original record. Prepares and issues copies of court records and other documents.

Assesses requests to place litigants into default. Enters defaults or rejects default requests as appropriate.

Leads training of new or current employees in all duties, including explaining procedures or providing guidance to employees in other divisions, offices, or judicial offices. Adapts trainings and creates / revises training documents / manuals to remain in alignment with changing laws, court rules, and policies.

Performs a variety of related general office functions including but is not limited to typing, copying, scanning, faxing, filing, inventorying, indexing, sorting, taking and delivering messages, answering phones or switchboard, and picking up and transporting materials. Processes incoming or outgoing mail and packages from / to postal service, State of Michigan interdepartmental mail, Ingham County courier, drop boxes, or other delivery services. Prepares mailings for transmission.

Creates orders, notices, proofs, and other necessary documents Converts, edits, deletes, and creates images, such as electronic court records, using approved computer software, to align case history and case file with approved case record management practices

Assesses requests for Out of State Subpoenas under the Uniform Interstate and Discovery Act. Assessment requires review of foreign subpoena and associated forms and paperwork. If appropriate, issues subpoena under the authority of the Circuit Court Clerk.

Performs other duties as assigned. Must adhere to confidentiality standards applicable to trial courts. During a public health emergency, the employee may be required to perform duties similar to but not limited to those in their job description. Must adhere to departmental standards in regard to confidentiality and other privacy issues. Ability to meet deadlines in a timely manner, change focus on projects as needed and multitask. Dependable and regular attendance required. Ability to handle stressful situations on an occasional basis. Ability to maintain excellent customer service during stressful situations.

Employment Qualifications

Education : An Associate's Degree in paralegal studies, legal studies, criminal justice or a related field or advanced training such as that acquired in the first two or three years of college / university, technical school, or business school. Experience : A minimum of two years of progressively more responsible or expansive experience in a court clerk, court, law firm, or related field is required. Other Requirements : Must be able to be commissioned and serve as a Notary Public. Employer would be responsible for cost of acquiring commission, including the surety bond fee. Demonstrates effective communication skills by engaging, interacting and working with all individuals to ensure clarity and understanding in all interactions.

Requirements and Working Conditions

Working Conditions : This position works in an indoor environment. There is no planned exposure to prominent lights, noises, odors, temperatures or weather conditions. This position is exposed to individuals in crisis. These individuals may suffer from mental or emotional illness, have violent tendencies.

Physical Requirements : This position requires the ability to sit, stand, walk, twist, bend, stoop / crouch, squat, kneel, lift, carry, push, pull, reach, grasp, handle, pinch, type, endure repetitive movements of the wrists, hands or fingers. This position's physical requirements require periodic stamina in twisting, bending, stooping / crouching, squatting, kneeling, lifting, carrying, pushing, pulling, grasping, handling and pinching. This position's physical requirements require regular stamina in sitting, standing, typing and enduring repetitive movements of the wrists, hands or fingers. This position performs medium work requiring the ability to exert between 20-50 pounds of force in the physical requirements above. This position primarily requires close visual acuity to perform tasks within arm's reach such as : viewing a computer screen, using measurement devices, inspecting and assembling parts, etc. This position requires the ability to communicate and respond to inquiries both in person and over the phone. This position requires the ability to operate a PC / laptop and to enter & retrieve information from a computer. This position requires the ability to handle varying and often high levels of stress.