Case Records Technician I

Court Clerk

Under the supervision of the Chief Deputy County Clerk and the Court Records Supervisor, is responsible for assisting the public and attorneys, accepting court filings, maintaining processing of court papers, phone and counter reception, record copying, data entry, receipting of filing fees and payments, and retaining and managing stored court files. This is a full-time, benefited position working out of the Grand Haven Court House located at 414 Washington Ave., Grand Haven, MI 49417. Typical working hours are Monday-Friday, 8:00 a.m. to 5:00 p.m.

Essential Job Functions

The essential functions of this position include, but are not limited to, any combination of the following:

1. Assists customers on the phone and at the counter, court employees, and other county staff with documents, files, requirements, policies, or information. Refers customers to appropriate court offices or locations within the county depending on their needs. Operates a multi-line phone system.
2. Reviews, accepts, and processes case documents for the Circuit/Family/Juvenile Court for all criminal, civil, domestic, family and juvenile cases, as well as Personal Protection Orders before the Circuit Court. Creates, intakes, revises, destroys, transmits, and maintains all records of Circuit Court cases in multiple case management software systems.
3. Maintains records in both electronic and non-electronic formats. Assists customers in researching documents in electronic and digitized files, microfiche, hardcopy, and other records storage media. Maintains legacy case histories and files.
4. Assesses and determines the accessibility to and release of records in the custody of the Clerk/Register's Office, including records of a highly confidential or sensitive nature. Complies with SCAO regulations regarding confidentiality of non-public records and personal identifying information.
5. 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. Upon deputization by the Ottawa County Clerk/Register, prepares and issues conformed copies, true copies, certified copies, and attested copies of court records after careful review of the original record.
6. Assists in the preparation of various court documents for processing, signature, or upcoming court hearings. Prepares affidavit of mailings and serves notices to involved parties by mail. Reviews orders drafted by attorneys for accuracy, completeness, and compliance with appropriate Court Rules and Statutes, obtains Judge's signature or explains required procedures for obtaining judicial approval to the attorney from whom the order was received.
7. Issues and signs case initiating summons, fee waivers, defaults, writs of garnishments and subpoenas where granted by court rules.
8. Assists the Judge and judicial staff during, after and prior to court proceedings with clerical and administrative support as needed. Attends court proceedings and enters information on court actions and motions. Prepares and processes all necessary court orders and post-hearing documents as required by court.
9. Programs costs, fines, fees, restitution and bonds into case management solution. Tracks and distributes all restitution and bonds according to State guidelines.
10. Receipts in various payment methods for costs or filing fees associated with each case type, including but not limited to cash, check, credit/debit card, and electronic funds transfer. Maintains and balances cash drawer daily.
11. 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 is transferred.
12. Reviews and verifies the accuracy of Circuit Court records and transmits 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.
13. Manages and maintains all court files sorted in the vault in numerical order. Pulls, reviews and ensures accuracy of all files for the daily judicial docket. Files all requisite documents in the paper file. Scans all files leaving and returning to vault to track location of paper file.
14. Manages and maintains the jury management system for the Circuit/Family/Juvenile and Probate courts. Process all qualification questionnaires, jury summons, juror requests for postponements and excusals, and Juror Failed to Appear Notices. Assigns jurors to courts based on anticipated need and provides jury selection reports to court staff. Schedules and attends Show Cause hearings for jurors who have failed to appear for jury service. Documents sanctions as ordered by the court; maintains and monitors records of bench warrants issued.
15. Performs a variety of related general office functions including but not limited to typing, copying, scanning, faxing, filing, inventorying, indexing, sorting, taking and delivering files. Processes incoming and outgoing mail and packages from/to postal service, Ottawa County courier, or other delivery services. Prepare mailings for transmission.
16. Performs other functions as assigned.

Required Education, Training and Experience

Associates degree from an accredited institution in paralegal studies, court administration, business information systems, legal secretarial or other relevant field, and two (2) years' experience in a legal practice or court office position; or an equivalent combination of education, training, and experience.

Additional Requirements and Information

REQUIRED KNOWLEDGE AND SKILLS:

1. Excellent working knowledge of procedures and requirements for archiving court records using General Records Retention and Disposal Schedule #15 – Michigan Trial Courts and General Schedule #6 – County Clerks.
2. Ability to maintain a high standard of confidentiality, integrity and dedication with respect to all of the services offered by Circuit Court Records. As an employee of the Clerk/Register's Office, you will have access to highly sensitive and confidential information, including suppressed, nonpublic files.
3. Good working knowledge of basic court processes, legal terminology, documents and procedures.
4. Fast and accurate keyboarding skills.
5. Excellent customer service skills.
6. Accurate mathematical skills.
7. Working knowledge of privacy requirements related to Court, Vital and Register of Deeds records.
8. Computer literacy and knowledge of word processing, spreadsheet and database applications.
9. Knowledge of document imaging protocols and equipment operation.
10. Excellent organizational skills and the ability to prioritize the workload.
11. Excellent proofreading skills and attention to detail.
12. Excellent interpersonal and human relations skills, including communications skills and active listening skills.
13. Ability to quickly and accurately decode information and apply policies, procedures and precedents to new problems.

PHYSICAL REQUIREMENTS:

1. Must be able to lift up to 35 pounds.
2. Must be able to access all areas of the county and court offices.
3. Must be able to enter and retrieve information on the computer.
4. Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility.

WORKING CONDITIONS:

Work is generally performed in a normal office environment and courtroom setting.

Disclaimer: This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice. Ottawa County is an Equal Opportunity Employer.