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Judicial Records Clerk

4 months ago

Port Huron, Michigan, United States County of St. Clair Full time

Performs a variety of clerical related tasks and document management. Receives and maintains case documents ensuring quality control and efficiency. Monitors orders for delivery, calendaring, and mailing out. Assists with individual file review.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

  • Receives all incoming mail, documents and orders.
  • Sorts, scans and indexes according to workflow specifications.
  • Responsible for imaging all incoming and outgoing documentation on cases.
  • Follows proper batch tracking and scanning procedures.
  • Reviews imaged documents for quality control by verifying and validating each documents.
  • Assists with e-mail and faxes, as needed.
  • Determines appropriate document code for case work flow to appropriate staff by document type and document content.
  • Requires reading of document to determine proper routing code.
  • Keeps all original records to ensure document properly transferred electronically.
  • Pulls original document and rescans for quality.
  • Discards original document after appreciable time has passed.
  • Complies with locally defined timeframes to ensure the timely and appropriate processing of workflow.
  • Locates paper files, when needed. Scans back files and converts to electronic file.
  • Communicates and retrieves files and court documents from County Clerk and judge offices.
  • Delivers and picks up court orders requiring judge signature on daily basis.
  • Processes 7 day order by mail.
  • Monitors and tracks 21 day orders resulting from referee hearings or administrative matters.
  • Calendars all order to enter with the court, reviews files for objections on proposed orders and submits order for entry to the court if no objections.
  • If objections are filed, match objections with pending orders and prepare packet for court hearing.
  • Assists with weekly court sheet preparation.
  • Once entered, mails orders to clients and makes a record in MiCSES of action taken.
  • Generate weekly review and modification notices on eligible cases and disburse to staff for further review and action.
  • Processes returned mail by reviewing the file for any new client contact information and attempts to resend time sensitive documentation.
  • Handles client file review requests from clients and attorneys.
  • Prepares file for review, including following confidentiality standards and procedures to ensure sensitive information is not disclosed.
  • Purges confidential information for protection practices.
  • Prepares case file for transfer to another county under the direction and assistance of the Accounting Supervisors/Imaging Coordinator using applicable transfer guidelines.
  • Responsible for client changes, including but not limited to updating addresses, phone numbers, e-mail and employers.
  • Assists other employees with locating documents by troubleshooting in the imaging system as well as provide general assistance when needed.
  • Communicates regularly with Account Supervisor/Imaging Coordinator on technical issues that may arise with scanner and imaging system functionality.
  • Collects and maintains statistical data on caseload specific matters for internal and state statistics.
  • Performs special projects and case clean-up activities.
  • Ensures a full complement of staffing for the reception area and assists with lobby, as needed.
  • Other duties as assigned.
SUPERVISION RECEIVED:
Works under the general supervision of the Friend of the Court and direct supervision of the Accounting Supervisor/Imaging Coordinator.

SUPERVISORY RESPONSIBILITIES:
N/A

EXPERIENCE, SKILLS, EDUCATION:
  • Bachelor Degree from a regionally accredited college or university in psychology, social work, business, accounting or related behavioral or business degree preferred.
  • Associate Degree from a regionally accredited college or university in psychology, social work, business, accounting or related behavioral or business degree required.
  • Little or no previous work-related skill, knowledge or experience is needed.
  • The court at its discretion may consider an alternative combination of formal education and work experience.
  • Writing, reading, mathematical principles; proficient computer skills-Microsoft Office Suite, Outlook; exercise sound judgment and decision making in accordance with policies and procedures; ability to research and problem solve independently; knowledge of County operations and functions; ability to prioritize and time manage; handle stressful situations, provide effective and friendly customer service; support the County's mission and values; ability to think critically where necessary.
  • Knowledge or understanding of basic administrative tasks: operate standard office equipment; document management; prepare and maintain records, various correspondences and reports; answer general inquiries and refer as necessary; answer telephone calls, process mail, order supplies/equipment; prepare meeting agendas, attend meetings, record/transcribe/distribute minutes; entering, transcribing, recording, storing or maintaining information in written or electronic form with speed and accuracy; maintain calendars, arrange meetings, schedule rooms and equipment as necessary.
  • Ability to communicate effectively and efficiently with management, co-workers and clients; obtain and communicate accurate information; apply common sense understanding to complex instructions and respond accordingly; communicate complex ideas through graphs, charts, presentations, reports or other professional correspondence.
ESSENTIAL ABILITIES FOR ALL ST. CLAIR COUNTY JOB CLASSIFICATIONS:
  • Ability to demonstrate predictable, reliable, and timely attendance.
  • Ability to read, write & communicate in English; follow written and verbal instruction and understand basic mathematics and figure checking.
  • Ability to interpret and apply procedures, rules, technical information, instructions, manuals to complete tasks accurately and on schedule.
  • Ability to learn from directions, observations, and mistakes; and apply procedures using good judgment.
  • Ability to use discretion and maintain sensitive and confidential information.
  • Ability to work independently or part of a team; ability to interact appropriately with others such as County officials, employees, vendors and the general public.
  • Ability to work under supervision, receiving instructions/feedback, coaching/counseling and/or action/discipline.
  • Adaptability to change in the work environment, managing competing demands and ability to deal with frequent changes, delays or unexpected events.
  • Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
  • Proficient skills using Microsoft Office programs including, but not limited to: Word, Excel, Access, and Outlook required. Proficiency may be tested.
CONDITIONS OF EMPLOYMENT:
  • Prior to starting employment, the candidate must complete a satisfactory background check. The background check is understood to encompass all forms of pre-employment screening, including but not limited to: drug screen, physical, criminal background, driving record, sex offender registry, education, training and licensing verification, employment history, credit check, and professional and personal references.
  • Must possess a valid State of Michigan operator license and maintain this license throughout employment in this position.
PHYSICAL REQUIREMENTS AND WORKING CONDITIONS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job with or without accommodations. Reasonable accommodations will 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:
  • Speak to others to convey information effectively.
  • Read, interpret and understand procedures, rules, technical information, instructions and manuals.
  • Hear and understand information presented through spoken words and sentences.
  • Specific vision requirement includes close vision, distance vision, color and depth perception.
  • Use hands to operate a computer, handle materials and operate equipment.
  • Push or pull carts, reach with hands and arms forward, above and below shoulder level.
  • Lift, move or carry objects, equipment and supplies weighing up to 25 pounds.
  • Sit, bend, stoop, crouch, crawl and kneel in an ergonomically correct manner.
  • Stand and walk, climb stairs.
  • Normal office hours are from 8:00 a.m. through 4:30 p.m.
  • Generally works in a normal office environment.
  • The noise level in the work environment is moderate with many interruptions.
Disclaimer: The statements contained in this job description are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not to be construed as an exhaustive list of all job requirements or duties performed. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER: It is the policy of St. Clair County not to discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, marital status, disability that does not prevent performing essential job functions or because he or she is a protected veteran.