Circuit Court Records Specialist

Overview & Benefits Oakland County is more than just a workplace. It is a place where you can make a real difference. As one of Michigan’s leading public service organizations, we are committed to strengthening communities, delivering essential services, and improving the quality of life for nearly 1.3 million residents. When you join our team, you become part of a mission‑driven workforce guided by integrity, innovation, and a passion for public service. We offer competitive pay, comprehensive benefits, and the opportunity to do meaningful work that matters. Apply today and help shape the future of Oakland County, where we are All Ways Moving Forward. General Summary Location: Oakland County Circuit Court Compensation: $47,787 – $64,025 Responsibilities Schedule civil, criminal, and domestic cases for court proceedings. Assist attorneys, court staff, jurors, and the public by answering questions in person and by phone regarding court proceedings and schedules, case status, and general court procedures. Collect case evaluation related fees and coordinate case evaluator assignments. Collect, compile, and maintain accurate statistical data related to case assignments, outcomes, and other relevant court metrics. May assist in preparing various daily, monthly, and quarterly reports, as required. Maintain strict confidentiality of all court records, documents, and case related information, adhering to established court rules and procedures for privacy and security. Perform duties related to compiling, filing, processing, and maintaining Circuit Court legal documents. Scan and index court documents into the court’s case management system. When assigned to the Jury Office, provide specialized services to clients, attorneys, and the public interacting with the Jury Office. Why You'll Love It The opportunity to play an essential role in supporting the justice system and serving the community A dynamic work environment where every day brings new challenges and opportunities to help others Meaningful interaction with judges, attorneys, court staff, jurors, and the public The chance to develop expertise in court operations, legal processes, and records management A collaborative workplace that values professionalism, accuracy, and outstanding customer service Competitive compensation, excellent benefits, and the stability of public sector employment Minimum Qualifications High school graduate or General Educational Development Test (GED) completion. Three (3) years of full‑time clerical experience. Pass employment medical, established for this classification. Successfully complete the six‑month probationary period. Additional Desirable Qualifications Considerable knowledge of Circuit Court rules, laws, practices, internal systems, internal software, and procedures. Considerable ability to perform legal clerical activities. Considerable ability to work successfully and tactfully with judges, judicial staff, court personnel, attorneys, general public, and pro se litigants. Considerable knowledge of modern office practices and procedures, including personal computers and county‑standard software applications. Considerable ability to follow oral and written instructions. Considerable ability to maintain workflow concentration despite constant interruption. Reasonable ability to make general decisions in accordance with departmental policies and procedures. Reasonable ability to utilize current word processing, spreadsheet, database, e‑mail and Internet software. Essential Job Functions Assist private attorneys, prosecutors, and citizens by providing information regarding procedures involved in the scheduling, filing, and processing of Circuit Court cases and legal documents. Examine the legal sufficiency of papers filed such as stipulations and motion praecipes. Perform a variety of clerical duties, including ordering supplies and reviewing and filing reports for future reference. Answer telephone calls from attorneys, court staff, pro se litigants, and the public, usually regarding the court process. Provide efficient and courteous counter assistance, supplying information and assisting attorneys and the public with requests for adjournments and/or court dates. Review periodic reports of cases for future appearance dates. For case evaluation determine the appropriate number of panels to create in the computer system and adjust as necessary. For caseflow verify that all cases have a next scheduled date or, based on the judge’s absences, advise court staff of conflicts to make required adjustments. Analyze reports of pending dockets for adjournment and court date trends. Prepare reports and make recommendations to enhance docket management. Receive correspondence from attorneys indicating dates they are unavailable and update the mainframe. Accept and record confidential acceptance/rejection responses and maintain files of all confidential documents. Prepare and distribute reports to the judges following court rule‑imposed guidelines. Randomly appoint case evaluators, ensure availability for panel assignments, and enter assignments in the computer system. Accommodate changes in the assignment of case evaluators as needed and secure substitutes when a conflict arises. Instruct case evaluators on policies and procedures regarding case evaluation. Analyze computer systems and reports to determine status of cases and adjust daily schedule for more efficient use of case evaluator’s time. Process orders for dismissal, removal, and adjournment of case evaluation hearing dates. Process adjournments for hearing, trial, and other court dates by ensuring signed stipulated orders are obtained and by assigning new dates and assessing fees as necessary. Process reassignment of judges to cases by completing necessary forms and notifying parties involved of the change; perform case evaluation scheduling duties and provide related information and assistance. Process docket adjustments by evaluating case criteria of a case in which the judge disqualified him/herself and may need to determine a case with similar characteristics to exchange with another judge. Receive, scan, sort, and distribute motion praecipes and reports to judges and judicial staff. Redistribute previously scheduled or incoming motions for Circuit Court Civil/Criminal Division judges who will be absent on a given Motion Day (unless otherwise directed). Assign criminal, civil, and domestic court dates for Circuit Court Judges. Use a computer to determine the status of each case and enter into the computer system the future court date ascertained by reviewing each judge’s court calendar. Notify appropriate attorneys following pre‑trial judicial activity and process related documents. Analyze appropriateness and accept case evaluation fees. Maintain a cash drawer, balance daily cash drawers to register report and prepare daily deposits. Balance monthly and yearly accounts payable and receivable ledgers to a computer‑generated report. Review mail log to verify that monies received via U.S. mail have been posted to the system. Prepare weekly show cause documentation. Maintain a computer spreadsheet for cases in which a judgment has been issued. Review, track and process NSF checks and contact offending attorneys and pro se litigants by mail. Maintain communication with Corporation Counsel regarding collection efforts. Research information and gather data regarding case evaluation processes, fees, fines and costs, court date issues and docket concerns in order to respond to the appropriate coordinator. Utilize current Countywide and/or department specific software to complete assignments. Jury Office – Assigned Duties Compile a list of eligible jury candidates from designated source list and process summons/order to appear to prospective jurors. Conduct initial screening of parties requesting, by phone or written communication, excusal from or rescheduling of jury duty. May grant excusal in appropriate situations. Prepare the jury assembly room and monitor activities when jurors are present. Act as intake clerk for jurors appearing for duty at the Jury Office. Use scanning devices and/or enter data into jury office management software program. May alter work schedule to accommodate early appearance of jurors. Monitor and record jury attendance and whereabouts using jury office management software program. Manipulate juror information in a jury office management software program to produce appropriate lists and reports. Answer both general and specific inquiries by phone or in person from jurors, judges, attorneys and the general public regarding Jury Office procedures. May review and verify general reports, and records for accuracy and conformance to Court Administration rules and procedures. Utilize current county‑wide and/or department specific software to complete assignments. Generate mediation orders, assemble packets, transmit documents and communicate information to the mediation center and other individuals or offices. Provide information to the general public, attorneys, parties, court staff and other courts on the process, specific case appointment actions, and general program information. Populate, maintain, and update database containing mediator appointment information. Provide reports as requested. Work with technical support personnel to resolve technical problems and obtain special assistance with the specialized software applications and systems. Utilize current Countywide and/or department specific software to complete assignments. Other Duties & Responsibilities Assist Judicial Court Clerks with data entry and other clerking duties. May assist in new employee training and orientation. Administrative & Working Conditions Work is performed in a typical office environment. Equal Employment Opportunity Statement We are committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of race, color, religion, creed, national origin or ancestry, sex, gender identity, age, physical or mental disability, veteran or military status, genetic information, sexual orientation, marital status, or any other legally recognized protected basis under federal, state or local laws, regulations or ordinances. Inclusion Statement: Oakland County is committed to welcoming applicants from all backgrounds, including those with prior convictions, as we believe in providing equal opportunities for all. #J-18808-Ljbffr Oakland County