Deputy Court Clerk

1 day ago

Grand Rapids, Michigan, United States City of Grand Rapids Full time
Nature of Work

61st JUDICIAL DISTRICT COURT

Created by state law in 1968, the 61stDistrict Court has a high-volume caseload. The court has jurisdiction within the City of Grand Rapids, the second largest city in the state and the largest in Kent County. The 61stDistrict Court is comprised of six (6) elected judges, one (1) appointed attorney magistrate, and a dedicated support staff in the Clerk's Office and Probation Department.. The 61stDistrict Court Team is committed to providing excellent customer service to the public, and to ensuring the effective and impartial management of cases.

JOB SUMMARY:

Under general supervision, the incumbent performs a variety of advanced clerical, procedural, and legal processes supporting activities in the Clerk's Office, including civil, criminal, traffic, or other areas of the court as assigned, e.g., Probation Office. Provides information and assistance to judges and court staff, law enforcement officers, attorneys, defendants, the public, and funding unit personnel. The work may require the application of independent judgment and the interpretation of routine policies and regulations on the basis of training and knowledge gained through experience on the job. In addition, this position is responsible for filling in as a Judicial Clerk for work performed in a courtroom as assigned.

TYPICAL CLASS ESSENTIAL DUTIES: (These duties are a representative sample; position assignments may vary.)

  • Prioritizes and examines incoming court documents and materials for conformance to the Michigan Court Rules, local rules, practices, and procedures.
  • Opens and processes incoming mail.
  • Performs specialized data entry of information into the court's automated case management system, financial accounting system, jury system, etc.
  • Answers telephone calls and in-person inquiries at the public service counter.
  • Performs routine time stamping, sorting, filing, and scanning of court documents.
  • Generates and mails notices, orders, and other documents.
  • Receives and prepares financial transactions receipts in accordance with proper internal fiscal controls.
  • Provides training or assists other court clerk classifications in the performance of their duties.
  • Enters, modifies, and cancels warrants in the Law Enforcement Information Network (LEIN) system. Conducts second party checks of LEIN entries.
  • Schedules court proceedings in accordance with established assignment practices and procedures.
  • Prepares court orders, e.g., judgment of sentence, order of probation etc.
  • Contributes to the efficiency and effectiveness of the Court's services to its customers by participating as an active member of a team.
  • Demonstrates regular and predictable attendance, including attendance at required meetings.
  • Acts as backup Judicial Clerk when assigned. This includes preparing the courtroom, posting schedules, and announcing the Judge. Performs clerical duties while the court is in session, including following case file management process and procedures, completing forms, and providing information to Judges and participants.

This job description is intended to represent only the key areas of responsibilities; specific position assignments will vary depending on the business needs of the Court.

Minimum Training and Experience

TRAINING AND EXPERIENCE:

Associate's degree in criminal justice, public administration, accounting or closely related area; or, high school diploma or equivalent (G.E.D) and three (3) years of specialized experience in accurately applying rules, regulations or directives and the routine use of specialized terminology and office technology. Certified LEIN operator and recertify as applicable. Directly related college-level coursework may be substituted for required experience on a year-for-year basis.

Other Necessary Qualifications

REQUIRED COMPETENCIES:

KNOWLEDGE:

  • Court procedures and policies, legal documents, laws, and other information pertaining to the court or court procedures;
  • Court record keeping principles and practices;
  • Code of Conduct and compliance with the Code of Conduct and court confidentiality requirements.

SKILLS:

  • Contributing effectively to the accomplishment of the Court's goals, objectives and activities;
  • Use of automated systems and applications including word processing, spreadsheet and database applications, internet, financial systems, accounting applications, and various other types of systems and software.

ABILITIES:

  • Perform specialized clerical support work in a court environment;
  • Consistently demonstrate sound ethics and judgment.
  • Communicate effectively (orally and in writing) to individuals and groups to provide information regarding court information, practices and procedures;
  • Provide customer service and resolve difficulties while complying with regulations, rules, and procedures.

COMPLEXITY AND DECISION MAKING:

The job involves making decisions within the context of court policies and procedures and to exercise independent judgment.

PHYSICAL REQUIREMENTS:

Work is performed in an office environment. Positions in the class typically require: reaching, lifting, pushing, pulling, grasping, talking, hearing, seeing and repetitive motions. Move and lift objects less than 25 pounds such as mail, files and supplies. Operate office equipment requiring continuous or repetitive hand/arm movements. The ability to remain in a sitting position for extended periods of time.

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