Administrative Aide - Friend of the Court

Livingston County was named a 2025 Top Workplace by the Detroit Free Press! Based solely on employee feedback, the Top Workplace title is a badge of honor for the County. With over 700 employees serving within 18 departments, 6 elected offices, and 3 Courts, Livingston County's top priority is providing effective and efficient services that improve the quality of life for all of our residents.

Position Summary:

Under the supervision of the Deputy Friend of the Court with day-to-day leadership from the Office Coordinator, performs a variety of secretarial, administrative, and support functions. Serves as receptionist for the office and responds to a variety of procedural and case inquiries and assists clients by explaining court orders and answering inquiries related to support calculation, medical enforcement, and related issues. Processes domestic relations cases, which includes opening new case files, closing cases, providing support enforcement assistance to caseworkers and providing clerical support for the office. Rotates assignments with other office staff as experience is acquired, culminating in the handling of more complex clerical assignments such as initiating domestic cases conforming with Title IV-D requirements and handling the clerical aspects of cases through progression until closing.

Benefits:

• MERS Retirement Plan
• Comprehensive Medical, Pharmacy, Dental & Vision
• Optional Voluntary 457 Deferred Compensation plan
• Voluntary Short-term & Long-term disability
• Employer paid Basic Life & AD&D insurance
• Health & Dependent Flexible Spending Accounts
• Paid vacation, sick days & holidays
• Tuition Reimbursement
• Up to $500 annual Wellness reimbursement & $100 incentive for completing your annual physical & Health Assessment.
• Voluntary benefits such as Accident, Critical Illness, Hospital & Whole Life policies
• Employee assistance program

Pay Rate Information:

The FOC Administrative Aide is a full-time, Union position and starting pay is $21.17/hr . This position is eligible for step pay increases within our Court Bargaining Agreement Grade 3 wage scale. Top end of the current wage scale for this position is $25.26/hr.

Essential Job Functions:

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties, which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

1. Serves as a receptionist and answers telephone lines at the office of the Friend of the Court, answers inquiries regarding procedural information and case scheduling, determines if the caller's concern should be reduced to writing, and/or directs the call to appropriate individuals. Answers phones and directs them to their proper caseworker, medical clerk, clerk's office, and/or referee coordinator or secretary. Researches files to respond to questions from attorneys and clients.
2. Assists clients with interpreting court orders, responds to and explains medical enforcement issues, answers preliminary questions on issues such as what goes into the computation of income and related issues.
3. Researches and responds to questions regarding accounts such as arrearages, status of tax intercepts, credits, application of money to account and related issues. Prepares correspondence explaining account status.
4. Opens all mail, time stamps correspondence and documents, and determines appropriate routing. Researches conflicting legal, mailing, and residential addresses of clients and prepares address verifications and/or postal checks for clients with conflicting addresses.
   Updates clients' demographics, addresses, telephone numbers, and email addresses from employer responses and address verifications.
5. Receives and processes payments through the mail and from the counter and posts payments for child support, medical, alimony, and court fees to the computer system. Posts to accounts in conformance with priorities stated in a court order or mandated by statute. Completes receipts, credit card transactions, and daily batch sheets, and accounts for all monies received with the chief account clerk.
6. Researches files for children researching the age of majority and determines appropriateness of support based on court order. Distributes and records graduation notices from custodial parents and updates computer records.
7. Prepares new case files which includes determining if parties have a prior case with the office, typing information on case card, processing income withholding order, and verifying ADC certification. Maintains files over time. Enters all orders into MiCSES.
8. Closes or inactivates files when triggered by dismissal reconciliation or conclusion of support obligation. Ensures that all closing documentation is properly filed, schedules for disposal in accordance with statutory requirements, and moves to closed storage. Maintains record storage and disposal of closed files.
9. Prepares statistical reports, which includes collecting data from reports and records, compiling data, cross-checking totals, and typing the report.
10. Reviews court orders and judgments of divorce, utilizing a judgment checklist to verify completeness, prior to submission for the judge's signature.
11. Provides secretarial and administrative support to the Friend of the Court and other staff. This includes typing correspondence and reports and maintaining office and project files.
12. Researches and prepares financial statements for financial institutions on individual cases. Prepares and mails individual payment histories to clients as requested.
13. Performs a variety of other tasks such as processing checks through check signer, filing, maintaining and ordering supplies, copying files for transfer to other county and related tasks.
14. Assists in training other clerks to perform the more complex tasks and assignments required of the position.
15. Restocks, orders, and maintains supplies, including the shredding of all confidential information.
16. Performs all other duties as assigned.

Required Knowledge, Skills, Abilities, and Minimum Qualifications:

• Associate degree with two years of experience in administrative and clerical support. A bachelor's degree is preferred.
• The court, at its discretion, may consider an alternative combination of formal education and work experience.
• Valid Michigan Vehicle Operator's License.
• Knowledge of the principles and practices of general office procedures, bookkeeping principles, and ability to learn local, state, and federal laws, rules, and regulations governing the office operations of the Friend of the Court.
• Ability to learn the State of Michigan Friend of the Court system, and court procedures and practices.
• Knowledge and skill in reviewing documents for accuracy, maintaining accurate electronic records, handing cash, receipting payments, and providing customer service.
• Skill in assembling and analyzing data, and preparing comprehensive and accurate reports.
• Skill in effectively communicating ideas and concepts orally and in writing.
• Demonstrated ability to maintain professional integrity and effectively meet and deal with the public.
• Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with County employees, contractors to the County, representatives of other governmental units, professional contacts, elected officials, children and families and the public.
• Skill in the use of office equipment and technology, including Microsoft Suite applications, database use and the ability to learn new software programs applicable to the position.
• Knowledge of phone etiquette, including transfer, hold, and pull phone calls.
• Knowledge of data entry.
• Skill in dealing with money and processing payments.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to communicate in person and by telephone, read regular and small print, view and produce written and electronic documents, and enter data on a computer keyboard with repetitive keystrokes. The employee must be mobile in an office setting, stand, walk, sit, stoop, and kneel, use hands to finger, handle, or feel, and reach with hands and arms. The employee must lift or push or pull objects of up to 25 lbs. without assistance. Accommodation will be made, as needed, for office employees required to lift or move objects that exceed this weight.

The typical work environment for this job is a business office setting where the noise level is quiet and sometimes moderate. Though applicable safety procedures are documented and utilized, the incumbent may be exposed to unsanitary or unhygienic materials, individuals and situations in the course of performing required duties, as well as potentially dangerous interactions.