Deputy Clerk II

Deputy Clerk II

The Deputy Clerk II performs a variety of complex clerical duties according to established policies and procedures. Essential duties and responsibilities include:

• Providing counter assistance, issuing copies of vital records such as birth, marriage and death certificates, concealed weapons permits, DBA's, and other records, and explaining the procedures of the Clerk's/Register of Deed's office and laws governing each type of record.
• Answering telephone calls to the Clerk's/Register of Deed's office and responding to inquiries related to the processing of vital records and other functions of the office.
• Directing other callers to proper office or individual.
• May serve as senior worker for the vital record management of the Clerk's Office, includes assisting with training and assisting with questions regarding operational or procedural matters.
• Preparing and processing various documents such as concealed weapons permit applications, assumed names, co-partnerships, and real estate recordings by checking for proper documentation, adherence to state requirements, and typing and preparing the final record.
• Backing up other staff in the indexing and recording of such instruments.
• Assisting the Election Manager with all aspects of the election process when needed.
• Providing counter assistance in issuing copies of vital records such as birth, marriage and death certificates, and real estate recordings assisting customers completing applications and explaining the procedures of the Clerk's/Register of Deed's office.
• Answering the main telephone line of the Clerk's/Register of Deed's office and responding to inquiries related to the processing of vital records and other functions of the office, directing other callers to proper office or individual.
• Issuing marriage licenses by checking residency, reviewing application for completeness, accepting and receipting fees and preparing marriage licenses.
• Processing birth certificates by reviewing for completeness, making copies and filing.
• Receiving and reviewing for proper completion death records from funeral directors, making copies, processing and forwarding to the Health Department.
• Entering information from DBA's into the computer.
• Entering information on office records into the computer and retrieving information to respond to inquiries. Proofreading computer indexed information.
• Responding to requests for vital records from people doing genealogical research and supplying requested information as possible.
• Performing a variety of other support tasks such as typing forms for elections and other activities, preparing certified copies of records, assisting with mailings and related support tasks.
• Providing lists of marriage licenses issued to local newspapers.
• Assisting genealogists with genealogy searches.
• Performing a variety of other support tasks such as typing forms and other documents, preparing certified copies of records, assisting with mailings, and related support tasks.
• Ability to maintain and understand the processing and execution of civil, criminal and domestic docket.
• May act as a cashier, accepting payments, court filings or applications, entering payment information into the case management system, applying cash bonds to fines/costs. May balance cash drawer at end of day.
• Receiving, distributing and filing documents and other records according to established filing procedures.
• Processing customer request and applications, birth, death, marriage, DBA, notary, CPL, document request, document filing, real estate recordings, etc.
• Conferring with and providing information to staff, judges, attorneys or the public upon request.
• Operating bar code labeler and scanner, checking for clarity and exactness.
• May receive and process telephone and online credit card payments of fines, costs, restitution and other assessments, and enter payment information into the case management system.
• Preparing marriage licenses.
• Processing mail requests and filings.
• Responding to inquiries in person, via telephone, email and online providing information to attorneys, law enforcement and the public, requiring the use of judgment and the interpretation of policies, rules or procedures.
• Assisting other Deputy Clerks in the performance of their duties.
• Performing other duties as assigned.
• Performing complex data entry into all systems used within the County Clerk's/Register of Deed's office.
• Operating a computer terminal to record receipt of case documents and other pertinent case information in the case management system, including adjournments, dispositions, notices, judgments and other information.
• Indexing court documents.
• Including generating forms, correspondence and legal documents, filing papers, collecting fees and ensuring case scheduling and the service of process.
• Opening, entering and processing a variety of criminal and civil matters including new cases, issuing notices, entering attorney appearances, dispositions, adjournments, etc.
• May serve as Court Clerk for the courtroom and enter court activity in Register of Actions.
• Scheduling court proceedings and hearings and entering the outcome into the computer.
• Reviewing court files to determine readiness for hearings, trials, dismissals and other court proceedings; including checking for completeness of documentation.
• Performing other duties as assigned.
• Proofreading birth and death certificates before mailing to the State.
• Preparing marriage licenses.
• Processing Vital Records inclusive of state reporting and billing.
• May manage, maintain and oversee all aspects of civil, domestic or criminal docket.
• Responsible for proper work flow related to particular docket.
• Reviewing court files to determine readiness for hearings, trials, dismissals and other court proceedings.
• Operating a computer terminal to record receipt of case documents and other pertinent case information in the case management system, including adjournments, dispositions, notices, judgments and other information.
• Opening, entering and processing a variety of court cases including general civil, domestic civil and criminal. Includes generating forms, correspondence and legal documents, filing papers, collecting fees and ensuring case scheduling and the service of process.
• Opening, entering and processing a variety of criminal matters including new cases, issuing notices, entering attorney appearances, dispositions, adjournments, etc.
• Exhibit familiarity with State of Michigan real estate recording requirements.
• Ability to explain the structure and workings of the Official Public Record as it pertains to the Register of Deed's office to customers and the public.
• Recording real estate documents in accordance with State of Michigan requirements.
• Ability to research the public record to supply customers with documents and information as requested.
• Effectively use all software products used in the Register of Deed's office.
• Execute the recording process for real estate documents.
• Other duties as assigned.

Supervision received: Work is performed under the direction of the County Clerk, Chief Deputy County Clerk and the Deputy Senior Court Clerk. Supervisory responsibilities: N/A

Experience, skills, education:

• Deputized and approved in accordance with MCL 50.63.
• Graduation from an accredited high school (GED acceptable) supplemented by technical training, college coursework and/or certification in a business, legal or office administration field required.
• Associate's degree preferred.
• Verifiable equivalent professional work experience in a business, legal or office administration field may substitute for education.
• One to three years of responsible professional level work experience in a court, legal, or other setting deemed acceptable required.
• Proven customer service work experience desired.
• Writing, reading, mathematical principles; proficient computer skills-Microsoft Office Suite, Outlook; exercise sound judgment and decision making in accordance with policies and procedures; ability to research and problem solve independently; knowledge of County operations and functions; ability to prioritize and time manage; handle stressful situations, provide effective and friendly customer service; support the County's mission and values; ability to think critically where necessary.
• Knowledge or understanding of basic administrative tasks: operate standard office equipment; document management; prepare and maintain records, various correspondences and reports; answer general inquiries and refer as necessary; answer telephone calls, process mail, order supplies/equipment; prepare meeting agendas, attend meetings, record/transcribe/distribute minutes; entering, transcribing, recording, storing or maintaining information in written or electronic form with speed and accuracy; maintain calendars, arrange meetings, schedule rooms and equipment as necessary.
• Ability to communicate effectively and efficiently with management, co-workers and clients; obtain and communicate accurate information; apply