Senior Deputy Circuit Court Clerk

Deputy Clerk

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 more complex functions of a Deputy Clerk. Serves as courtroom clerk includes preparing orders, notices, and other documents. Draws, swears, and takes verdicts of juries. Performs complex functions of the office, including expedient processing of urgent matters before the Court. Determines acceptability of new filings and accessibility of court records. Performs case history and case file management tasks. Receipts fees. Coordinates information between stakeholders. Schedules hearings. Supports specialty court programs. Responsible for bond information maintenance. Regularly performs all of the duties of a Deputy Circuit Court Clerk.

Essential Functions

Regularly performs all duties of the Deputy Circuit Court Clerk as required. Serves as courtroom clerk and attends arraignments, pretrials, pleas, motions, jury selection, verdict taking, FOC show causes, sentencing, probation violations, pro cons, PPO hearings, and other matters as assigned. Records court actions on court notes and other mediums, and disseminates them to stakeholders as needed. Creates orders, notices, proofs, commitments, judgments of sentence, bench warrants, and other necessary documents as a result of or to drive court action. Draws and swears in juries for trial, keeps records on panels for payment, strikes empaneled jurors and swears in alternates, takes and records jury verdicts, and provides related assistance to the Court. Performs the more complex functions of the office, including data entry Investigates and corrects complex 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, bench warrants, and petitions for personal protection orders so that appropriate Court action can be taken and subsequent decisions disseminated to law enforcement, parties, attorneys, and other stakeholders. Coordinates communications and information with and between offices/divisions within the Court and other County or non-County entities, including but not limited to Prosecuting Attorney's Office; Public Defender's Office; law enforcement; Michigan Departments of Corrections, Attorney General, Secretary of State; and other courts. Responds to inquiries at the public 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 court, individual or office. Assesses requests to enter judgment liens that encumber the real property rights of judgment debtors to ensure satisfaction of judgments or other orders. Enters judgment liens or rejects judgment lien requests as appropriate. Assesses requests for writs of garnishment to seize monies such as paychecks, other earnings, credit union or bank accounts, or state tax refunds to satisfy a judgment or other order. Enters writs or rejects requests as appropriate. Reviews cases to determine if a Michigan Secretary of State abstract for licensing sanctions should be transmitted. Using electronic case management solution, prepares and transmits abstracts within specified deadlines through the Secretary of State's approved electronic abstracting system. Researches cases to resolve errors in abstracting. Regularly communicates with Secretary of State to problem solve. 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. Conducts record searches and compiles and releases data from records in response to inquiries. Ensures proper transmission of accurate criminal history data to appropriate entities, including local law enforcement agencies and Michigan State Police using electronic case management solution. 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 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. Monitors progression of cases to ensure the Court does not exceed day counting guidelines assigned by the State Court Administrator's Office (SCAO), and advises Judges, their staffs, supervisors, and non-Court entities accordingly. Gathers, maintains, and reports statistical information for preparation of quarterly and year end reports submitted to SCAO. Schedules judicial hearings and other events as assigned, including no progress hearings. Appears on the record and provides reports on the case including recommendations for future court action. Dismisses cases due to lack of service. Assesses cases to determine whether they should be placed on a no progress call and notifies the Court and other stakeholders accordingly. 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 court clerk functions as they relate to Circuit Court specialty court programs, including Mental Health Court, Swift and Sure Sanctions Program, Sobriety Court, Drug Court, Veterans Court, Business Court and others as implemented by the Court. This includes reviewing cases to determine if they meet the qualifications of the specialty court, advising the Court of same, preparing orders or other documents to accomplish goals set out by the specialty court, among other duties as assigned. Engages with District Courts and other stakeholders to resolve issues and ensure timely case progression. Performs duties related to bonds, including processing time sensitive matters, preparing orders to revoke bond, notifying third parties regarding collection of bond monies including bond surety companies, preparing bond-related notices to parties and attorneys, scheduling related show cause hearings, programming fees, and maintaining accurate bond information in electronic case management solution. Performs a variety of related general office functions including but is not limited to typing, copying, 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.

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: More than three 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. The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibilities contained in this job description. The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria.

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.