Please note, it is strongly recommended that a cover letter be included in the application for this position.
Operates under the general direction of a Case Records Technician II and the supervision of the Court Records Supervisor. Performs a variety of clerical tasks and is responsible for issuing, maintaining, and processing documents pertaining to court events under the jurisdiction of the 20th Judicial Circuit Court.
There are 2 (two) full-time, benefited positions available. One is based at the Grand Haven Courthouse in Grand Haven, MI and the other is based at the Fillmore Complex in West Olive, MI.
Essential Job Functions
The essential functions of this position include, but are not limited to, any combination of the following:
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.
Reviews, accepts, and processes all types of court documents. Assists in the preparation of various court documents for processing, signature, or upcoming court hearings. Prepares court orders and other post-hearing documents; schedules additional hearings, prepares notices to appear and notice of 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.
Utilizes various computer programs to format documents, spreadsheets, open cases, brochures, and training materials. Enters and maintains court schedules and daily docket on computer system.
Clerks in the courtroom while court is in session. Maintains accurate hearing notes and provides necessary paperwork to the judge.
Operates the electronic jury system and guides jurors through activities. Processes juror requests to be excused from service, mails out notices to current and proposed jurors, and processes payment of jurors based on established criteria.
Operates image scanning system to scan documents into a database. Indexes scanned records. Assists customers in researching documents in electronic and digitized files, microfiche, hardcopy, and other records storage media.
Processes cases transferred from other jurisdictions.
Ensures proper case flow and maintains proper scheduling timelines.
Processes and submits state reports.
Receives payments for fines, fees, court costs, reimbursement and other court ordered payments, and issues receipts.
In addition to performing any or all of the foregoing functions, performs other functions as assigned to ensure fast, accurate and cost-efficient customer service.
Required Education, Training and Experience
High school diploma required, combined with some post-secondary training in business information systems, legal studies, records management, finance or other commercial field and two years of general office experience in an office position requiring extensive public/customer contact.
Additional Requirements and Information
The qualified candidate will have the following knowledge and skills:
Excellent working knowledge of procedures and requirements for archiving court records using General Records Retention and Disposal Schedule #16 – Michigan Trial Courts and General Schedule #6 – County Clerks.
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.
Good working knowledge of basic court processes, legal terminology, documents and procedures. Knowledge of document imaging protocols and equipment operation.
Fast and accurate keyboarding skills. Accurate mathematical skills.
Excellent customer service skills.
Working knowledge of privacy requirements related to Court, Vital and Register of Deeds records. Computer literacy and knowledge of word processing, spreadsheet and database applications.
Excellent organizational skills and the ability to prioritize the workload.
Excellent proofreading skills and attention to detail. Excellent interpersonal and human relations skills, including communications skills and active listening skills.
Ability to quickly and accurately decode information and apply policies, procedures and precedents to new problems.
Physical Requirements and Working Conditions:
Must be able to lift up to 35 pounds.
Must be able to access all areas of the county and court offices.
Must be able to enter and retrieve information on the computer.
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.
Work is generally performed in a normal office environment and courtroom setting.
Ottawa County is an Equal Opportunity Employer