Job description
Under the broad administrative direction of the County Clerk, serves as confidential advisor and assistant to the County Clerk. Oversees records management, filing, and accessibility functions of the Circuit Court Clerk’s Office, including civil, criminal, appellate, juvenile, delinquency, child protection, adoptions, name change, personal protection, and domestic relation matters. Manages the Clerical Services Supervisor and staff assigned to the Circuit Court Clerk’s Office. The Chief Deputy Court Clerk is responsible for receipting, accounting, maintaining and controlling funds ordered held by the Court.
In coordination with the Court Administrator and County Clerk, develops and monitors the Court budget as it relates to Circuit Court Clerk’s Office operations. In coordination with the Chief Deputy County Clerk and County Clerk, develops and monitors the County Clerk’s Office budget.
Serves as liaison with other county agencies, local and state-government offices and other outside agencies to achieve the mission of the Circuit Court Clerk’s Office.
1. Serves as first level manager to staff assigned to the Circuit Court Clerk’s Office. Implements appropriate training and duty assignments for such employees. Takes lead in the screening and interviewing process for new employees, performance evaluation, recommends and offers advice regarding disciplinary and/or corrective actions, and implements disciplinary and/or corrective actions. Ensures adequate staffing at all locations of the Circuit Court Clerk’s Office.
2. Serves as confidential personal assistant to the County Clerk, including preparation of correspondence, file maintenance, screening of telephone calls and other administrative duties as required by the County Clerk. Prepares and conducts formal presentations to stakeholders inside and outside of organization.
3. Reviews, drafts, and implements standard operating procedures and policies that impact operations of the Circuit Court Clerk’s Office and/or staff. The review includes researching finite data and collecting best practices from other sources both internal and external to the organization.
4. Develops and implements records management standards for the Court, including ensuring quality control. Monitors compliance with those standards to insure integrity of official documents.
5. Determines the accessibility to and release of records in the custody of the Circuit Court Clerk’s Office, including records of a highly confidential or sensitive nature utilizing substantial discretion in the interpretation of court rule, law, policies, procedures, and practices. Uses substantial discretion to determine alternate courses of action based on rapidly evolving situations. Highly confidential or sensitive records series include but are not limited to grand juries, investigative subpoenas, telecom orders to tap phones or accessing phone data, nonpublic records, sealed records, jury information, sentencing information, and search warrants.
6. Determines the acceptability of papers, CD’s, DVD’s, thumb drives, and other media for filing with the Circuit Court Clerk’s Office. Works with County IT Department to assess and ameliorate IT security risks. Utilizes substantial discretion to screen filings and take necessary actions to redact or seal court records that contain graphic, inappropriate, prohibited and/or illegal pictures/information or determine alternative courses of action. Keeps abreast of and provide input regarding local administrative orders, court rules, law, policies, procedures, and practices that determine acceptability and utilize substantial discretion to determine alternative courses of action.
7. Develops, implements, trains, assigns, supervises, and reviews programming, tasks, and duties on the approved electronic document management platform and electronic case management platform, including work flow as it relates to Circuit Court Clerk’s Office operations from initiation to closure. Ensures efficient connectivity between both platforms. Works with Court and IT Department to identify efficiencies and enhance services. Takes lead in implementation and supervision of electronic filing (e-filing) system as it relates to Circuit Court Clerk’s Office
8. Conducts legal research into matters involving federal and state law, court rules, procedures, and policy, including periodic reviews of new legislations, case law, procedure and policy. Notify appropriate stakeholders of significant changes and regularly engages in formalized debate with internal and external stakeholders to effectuate change in procedure and/or policy. Exercise substantial discretion to be determine alternative courses of action on results of legal research.
9. Monitors and implements statutes, court rules, State Court Administrative Office (SCAO) memorandums and administrative orders, pertaining to court records, document filing and state agency reporting.
10. Responsible for creating forms that are in compliance with state and local rules, and that are compatible with the case management systems.
11. Prepares quarterly caseload and judicial activity reports, reports for reimbursement of expenses, and other reports required by SCAO. Formally presents reports and renders related training to Court, State Court Administrative Office, and others. Requires a continuous high degree of visual concentration towards details, complex datasets, and documentation.
12. Administers the uniform assessment, collection, receipt, and accounting of court fines, costs, and fees in the Circuit Court Clerk’s Office in excess of $1 million annually. Issues writs of garnishment on income tax refunds, wages, and accounts at financial institutions. Issues judgment liens on real property. Coordinates interpleader funds and mortgage overbid funds held in escrow. Oversees the development and implementation of financial management standards and training for the Circuit Court Clerk’s Office in accordance with standards provided by SCAO.
13. Coordinate monthly validation of Law Enforcement Information Network (“LEIN”) data with the Sheriff’s Office, municipal law enforcement, the Court, Michigan Department of Corrections Adult Probation, and Michigan State Police, including the resolution of inaccuracies. Set up records for long term retention in case of audit. Errors in judgment may have a major and long-term impact upon the well-being and legal rights of others.
14. May perform other duties as assigned by the Ingham County Clerk and prescribed by law, court rule, or court order.
15. In coordination with the Court Administrator and County Clerk, develops and monitors the Court budget as it relates to Circuit Court Clerk’s Office operations. In coordination with the Chief Deputy County Clerk and County Clerk, develops and monitors the County Clerk’s Office budget.
16. In the absence of the County Clerk, serves in that capacity as directed.
17. In the absence of the Chief Deputy County Clerk, assigns duties to, monitors performance of and supervises County Clerk’s Office staff.
18. Performs complex tasks within area of responsibility.
Other Functions:
- Performs other duties as assigned.
- Must adhere to departmental standards in regard to HIPAA and other privacy issues.
- During a public health emergency, the employee may be required to perform duties similar to, but not limited, to those in his/her job description.
(An employee in this position may be called upon to do any or all of the above tasks. These examples do not include all of the tasks which the employee may be expected to perform.)
Experience: More than seven years of progressively more responsible or expansive experience is required in a Court setting is required. Demonstrated experience with computers and technology required.
Other Requirements:
Must be a member in good standing with the State Bar of Michigan.
(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)
- 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 or be unconcerned with their personal safety and hygiene.
- This position is required to travel for meetings and appointments.
Physical Requirements:
- This position requires the ability to sit, stand, walk, traverse, climb, balance, twist, bend, stoop/crouch, squat, kneel, lift, carry, push, pull, reach, grasp, type, endure repetitive movements of the wrists, hands or fingers.
- This position’s physical requirements require continuous stamina in sitting, standing, climbing, typing and enduring repetitive movements of the wrists, hand or fingers.
- This position’s physical requirements require little to no stamina in all other physical requirements listed above.
- 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, continuous visual acuity to perform tasks within arm’s reach such as: viewing a computer screen, using measurement devices, inspecting and assembling parts, inspecting and assembling data sets on screens, 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 read fine detail and writing and numbering of documents and case files.
- 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.
(This job requires the ability to perform the essential functions contained in this description. These include, but are not limited to, the requirements listed above. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements.)
December 2022
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