Deputy Court Clerk II

General Statement of Duties:
Under limited supervision, this journey-level position performs a variety of complex tasks involved in the processing of traffic, civil, small claims, and criminal cases. Provides information and assistance to law enforcement authorities, attorneys, defendants, and court patrons.

Supervision Received: Work is performed under the general supervision of the Court Administrator/Magistrate or designee.

Supervision Exercised: None

Essential Duties and Responsibilities: An employee in this class may be called upon to do any or all of the following: These examples do not include all of the tasks which an employee may be expected to perform.

· Perform the duties described for deputy clerk I, the duties described below, and other related duties in either the traffic, civil or criminal divisions. (The duties described below are divided among the various divisions solely for the convenience based upon the frequency with which each particular duty must be performed. All duties, however, are to be performed in all divisions when applicable.)

· Preform related work as required.

TRAFFIC

· Receive money over the counter and via mail for fines, costs, and/or bonds.

· Answer the telephone and assist court patrons at the counter, explaining individual rights, answer questions about court policy and procedure, and referring individuals to the appropriate party.

· Cites from the schedule, the fines and costs to be assessed against defendants based upon offense.

· Operate computer terminal to document the payment of tickets, the closing of traffic cases, and to enter court cases, dates, and case adjournments. Document cases activity and disposition.

· Schedule informal hearings to be heard by the magistrate, notify parties of the scheduled time, and prepare hearing schedules.

· May waive tickets for defective equipment and adjourn payment of fines and arraignments in accordance with established court policies.

· Prepare and issue warning letters for non-payment of fines and costs; initiate bench warrants as directed; and recall bench warrants when necessary.

· Type forms and correspondence as directed.

CIVIL

· Provide counter and telephone services, file papers, dispense forms, and take payment for civil, small claims and summary proceedings.

· Assist members of the public by answering routine inquiries in accordance with established procedures, checking file information, assisting in completing forms, and related activities.

· Prepare file folders for new cases, making appropriate computer entries.

· Pull files for cases scheduled each week, preparing them for delivery to the judge’s office. Assure that all data is entered into the computer system.

· Perform certified mail service for small claims monitoring. Reschedule court dates and initiate law enforcement personal service, if necessary.

· Prepare small claim judgments for judicial signature. Includes making appropriate computer entries and distribution to the proper parties.

· Make computer entries of filed documents, filing hard copies in appropriate file folders. Includes: service, garnishments, motions, affidavits, and other documentation.

· Make computer entries of defaults, judgment satisfactions, and consent or trial judgments. Includes: requesting a register of actions, matching file folders, and enclosing files.

· Match financial receipts with appropriate cases or papers. Distribute documents to proper files and records all filings.

· Type assorted materials, such as adjournments, pretrial notices, and trial notices.

· Ensure mailing to correct parties. Return true copies of orders, discovery subpoenas, and other documents to the proper parties.

· Transfer small claims cases to the general civil docket upon demand or when circumstances require transfer.

CRIMINAL

· Initiates criminal cases by checking files for previous records on the defendant, assigning case numbers, preparing a docket sheet, and assigning cases to judges.

· Ensure that case files are in order and ready for court proceedings and deliver files to the appropriate judicial secretary/court recorder.

· Maintain case files and histories on each criminal case, which includes: receiving, identifying, and filing a variety of documents, documenting case activity on a docket sheet, and retrieving case files used in court.

· Ensure efficient service to attorneys and the general public by obtaining information, paying fees and fines, initiating cases, filing papers, and the like.

· Post case information to the docket book: post dispositions, adjournments, and defaults to the journal: post and record checks; and post other information

· Operate computer terminal to enter case history or other information, make corrections, obtain information, and check or verify other data.

· Review files prior to court action to ensure that all necessary documents are filed. Check documents for errors in time, dates, and other information.

· Prepare court disposition sheets, obtain schedule dates and scheduled adjournments as required, and adjourn arraignments in accordance with established court policy.

· Prepare monthly reports, type letters to defendants, calculate truck violations, stamping and sealing subpoenas.

· Attach computer generated notices to outstanding citations and make copies of the register of actions on all closed files.

· Prepare specialized accounting/bookkeeping functions such as:

o Performing the daily closing tasks of ringing out the register, counting receipts, and balancing the register totals with receipts.

o Balancing daily cash activity to computer or manual records, making necessary corrections to ensure accuracy. Reconcile daily receipts with cash received. Investigate and correct irregularities while preparing deposits.

o Maintain checking accounts, including reconciling accounts and preparing checks as authorized.

o Addressing inquiries regarding bond forfeitures and refunds, account records, and other related matters; providing case information, and explaining court policy and procedure.

o Maintain a variety of financial records and prepare summaries of receivables and disbursements. Also, prepare a or oversee the preparation of financial transmittals to the funding unit, indicating proper disbursement of funds among accounts.

o Assist with periodic audits by making records available and responding to financial questions as requested during the audit process.

o May substitute for other case processing personnel, if necessary.

Desirable Education, Experience and/or Qualifications: An employee in this class, upon appointment should have the equivalent of the following training, qualifications and/or experience.

· High school diploma, or its equivalent.

· One (1) year of district court case processing experience.

· Ability to type as required by the court.

· Computer skills are necessary to effectively utilize word processing, spreadsheet and accounting software systems and the ability to be trained on a specific software program.

· Ability to work effectively with officials, attorneys, other employees and the general public.

· Ability to pass a background check and consent to fingerprinting as required by MCL 16.654-15.654.

Working Conditions and Physical Abilities:

· Work is primarily indoors and requires sitting for extended periods.

· Must be able to lift and carry up to 25 pounds.

· Must be able to hear and speak over the phone and in one-on-one communication needs.

· Must be able to see, hear and speak effectively and without limitations.

· Must be able to stand or sit in one spot for long periods of time, moving arms, hands, back and entire body.

To perform this position successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Department: Deputy Court Clerk II
Position #: 31050
Overtime Exempt: No
Union: GELC District Court/Full-Time (37.50 hours per week, 1,950 hours per year)
Pay Grade: GELC75CT05 (Starting hourly rate listed on the posting)
Work Location: Rex B. Martin Judicial Building, Adrian, MI

Fringe benefits include:

• Health Insurance - Eligible employees have an option between five (5) Simply Blue health plans with Blue Cross Blue Shield of Michigan. Employee premium requirements vary by plan type
• Dental Insurance - Delta Dental of Michigan. Employer paid premium
• Vision Insurance - Optional. Employee and Employer split monthly premium 50%/50%
• Life Insurance - Employer paid premium
• Accidental Death & Dismemberment - Employer paid premium
• Short Term Disability - Employer paid premium
• Long Term Disability - Employer paid premium
• Defined Contribution 401(a) Money Purchase Plan - Mandatory participation 5% employee / 5% employer funded.
• Accumulated paid leave
• Various holidays
• SmartDollar Financial Wellness Program

Additional employment information may be found at https://www.lenawee.mi.us/303/Human-Resources

LENAWEE COUNTY IS AN EQUAL OPPORTUNITY EMPLOYER